5 min
Email Signature in Outlook
Logo, contact details, and social media.
Outlook makes it easy to create a professional email signature once and have it appear in every email you send. This guide walks you through five steps: opening the signature editor, designing a clean signature with logo and contact info, adding social media icons, and setting it as default for new emails and replies.
Email Signature in Outlook
Open signature settings in Outlook
In Outlook desktop: File → Options → Mail → Signatures. In Outlook for Web (outlook.com or Microsoft 365): click the gear icon (Settings) → View all Outlook settings → Mail → Compose and reply. In newer Outlook versions you can also find Signatures under Settings → Signatures. The signature management dialog opens — create, edit, delete.
Create a new signature
Click "New" in the signature editor, enter a name (e.g. "Business", "Personal") and click OK. The editing area opens — write or paste your signature content. You can use formatting (bold, italics, color), links, images and tables.
Add company info and logo
A professional signature contains: full name, position/title, company name, phone, email and website. To add a logo: click the insert-image icon, pick the logo from your computer (recommended size 150-200px wide, PNG or JPG). Tip: embed the logo as an image, not as an attachment, so every email does not carry one. You can also add links to social networks (LinkedIn, Facebook, Instagram) via small icons.
Set as default signature
In the "Choose default signature" section, pick the email account and assign the signature for new messages and replies/forwards. The signature now appears automatically in every new email.
Test across devices
Send a test email to your private address (Gmail, Yahoo) and check how the signature looks. Open the email on phone, tablet and different email clients. Common issues: logo too large on mobile, broken links, formatting falls apart in Gmail. Fixes: use inline CSS instead of external, limit width to 600px, test in an HTML editor before applying. For consistent appearance across clients, use a table for layout.
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(+381) 60 3535 720How do I add an image/logo to my Outlook signature?
In the signature editor click the insert-image icon (Insert Image). Pick the logo from your computer in PNG or JPG format. Recommended size: 150-200px wide and 50-80px tall. For better compatibility, host the logo on your website and use the image URL instead of embedding — this prevents the logo from appearing as an attachment. In HTML signatures use: <img src="https://yoursite.com/logo.png" width="150">.
Why does my email signature look different in Gmail?
Gmail and other email clients render HTML and CSS differently. Gmail does not support many CSS properties, strips external styles and sometimes changes the font. Fix: use inline CSS (style attribute on elements), tables for layout instead of divs, standard web-safe fonts (Arial, Verdana, Georgia) and limit width to 600px. Avoid CSS float, position and media queries.
Can I have different signatures for different email accounts?
Yes, Outlook supports multiple signatures and lets you assign different signatures to different email accounts. In Settings → Signatures, create multiple signatures (e.g. "Business", "Personal", "Short"). Then under "Choose default signature" pick the email account and assign the appropriate signature for new messages and replies/forwards.
How do I create an HTML email signature?
For an advanced HTML signature, create an HTML file in an editor (VS Code, Notepad++). Use a table (