Guide and free generator
Outlook email signature: free generator and setup guide for every version
In new Outlook and Outlook on the web: Settings, Accounts, Signatures. In classic Outlook for Windows: File, Options, Mail, Signatures. Below are the steps for each version, and a free generator for a logo signature that stays intact in Outlook.
Updated 14 September 2026
Create a free Outlook signature with your logo
Enter your details, pick a template and see the result as Outlook shows it. Our templates are built with HTML tables, the only layout Outlook's Word engine renders correctly.
Hi Sophie,
Please find the quote attached. I am available to discuss it this week.
Best regards,
|
| e·mailsign |
Sample data. Your real details go in the editor.
Add a signature in new Outlook for Windows
Settings (gear) > Accounts > Signatures
- 1Click the gear icon top right to open settings.
- 2Choose Accounts, then Signatures.
- 3Click New signature and name it, for example "Main".
- 4Paste your signature into the text box (Ctrl+V). If it comes from EmailSign, use the "Copy signature" button: formatting, logo and links are kept.
- 5Under Default signatures, choose the signature for new messages and the one for replies.
- 6Click Save.
Automatic signature on new messages and replies
Outlook only adds your signature automatically once you pick it under Default signatures. Do not forget the "For replies and forwards" list: it is the most common reason a signature is missing from replies.
Use several signatures
You can create several signatures, for example a full one for new messages and a short one for replies. In a message, switch through Insert, then Signature.
In new Outlook, a signature belongs to an account. If you use several addresses, set up a signature for each one.
Add a signature in classic Outlook (Windows)
File > Options > Mail > Signatures
- 1Click File, then Options.
- 2Choose Mail and click the Signatures button.
- 3Click New and name the signature.
- 4Paste your signature into the edit box (Ctrl+V).
- 5On the right, choose the signature for new messages and for replies and forwards.
- 6Click OK.
Import an HTML signature
Classic Outlook stores each signature as an .htm file. You can also drop an HTML signature straight into that folder (see below) and restart Outlook: it shows up in the list.
Where are Outlook signatures stored?
Type %APPDATA%\Microsoft\Signatures in the File Explorer address bar. Each signature exists in three versions: .htm, .rtf and .txt. Copy this folder to move your signatures to another computer.
Classic Outlook renders emails with Microsoft Word's engine, which ignores modern CSS: rounded buttons, shadows or flexbox columns fall apart. That is why EmailSign templates are built with tables.
Add a signature in Outlook on the web (Outlook.com, Microsoft 365)
Settings (gear) > Accounts > Signatures
With a Microsoft 365 account, signatures are stored in the cloud ("roaming signatures"): a signature created on the web also appears in new Outlook, and often in classic Outlook.
- 1Open Outlook in your browser and click the gear icon top right.
- 2Go to Accounts, then Signatures.
- 3Create a new signature and paste yours into the text box.
- 4Choose the default signature for new messages and for replies.
- 5Click Save.
Add a signature in Outlook for Mac
Outlook > Settings > Signatures
- 1In the menu bar, click Outlook and choose Settings.
- 2Click Signatures, then the plus sign.
- 3Name the signature and paste it into the edit window.
- 4Close the window: the signature is saved automatically.
- 5Under Default signature, choose the signature for new messages and replies, account by account.
Add a signature in the Outlook app (iPhone, Android)
Profile picture > Settings (gear) > Signature
- 1Tap your profile picture top left, then the gear icon.
- 2Tap Signature.
- 3Turn on "Per account signature" if needed, then type or paste your signature.
The Outlook app only supports limited formatting: logos and images do not always survive. Keep a short signature on mobile (name, job title, phone) and the full one on your computer.
Add a logo or image to your Outlook signature
The right image size
Use a PNG about 200 to 300 px wide and under 50 KB. An oversized image gets resized by Outlook and turns blurry, or shows up as an attachment for the recipient. EmailSign compresses and hosts your logo automatically.
Put the image next to the text
This is hard in Outlook's own editor. Use a two-column template (Modern or Split in EmailSign): the logo sits in its own table cell and stays next to the text, even in classic Outlook.
Make the image clickable
Select the logo in the signature editor and add a link (Ctrl+K). In EmailSign, just enter your website: the link is added automatically.
Outlook signature not working? Fixes
The image does not show
Most often the image sits on your computer instead of online, or the recipient blocks external images. Use a hosted image (EmailSign does it for you) and avoid WebP and SVG, which classic Outlook does not display. EmailSign converts logos to PNG automatically.
The signature keeps disappearing
Check that a signature is picked under Default signatures and that you are not using two versions of Outlook side by side. With roaming signatures, an older cloud copy can overwrite your new one: edit it in one place, preferably Outlook on the web.
No signature on replies
Also pick a signature under "For replies and forwards". By default this list is set to "(none)".
Double line spacing or a jumping layout
This happens when the signature was pasted from Word or a web page. Paste a signature built with tables and inline styles, like EmailSign's, in one go.
Signature too small, too large or blurry
Classic Outlook scales images according to Windows display settings. An image with its width and height written in the HTML stays stable: our templates hard-code those dimensions.
One signature for your whole team
With EmailSign, you create your colleagues' signatures and send each of them an install link: they copy their signature and paste it into Outlook, without an account. EmailSign does not deploy signatures centrally through Microsoft 365: each colleague pastes theirs, which takes two minutes. For central management by your Microsoft 365 admin, specialised services are a better fit.
Where to find signature settings in every version of Outlook
| Version | Menu | Images and HTML | Sync |
|---|---|---|---|
| New Outlook (Windows) | Settings > Accounts > Signatures | Yes | Through the cloud (Microsoft 365) |
| Classic Outlook (Windows) | File > Options > Mail > Signatures | Yes, Word engine | Local or through the cloud |
| Outlook on the web | Settings > Accounts > Signatures | Yes | Through the cloud |
| Outlook for Mac | Outlook > Settings > Signatures | Yes | Per computer |
| Outlook app (iPhone, Android) | Settings > Signature | Limited | Per device |
Frequently asked questions
Where are Outlook signatures stored?
In classic Outlook for Windows, in %APPDATA%\Microsoft\Signatures, as .htm, .rtf and .txt files. With Microsoft 365, new Outlook and Outlook on the web store them in the cloud.
Why is my Outlook signature not showing on replies?
Because the "For replies and forwards" list is set to "(none)" by default. Pick your signature there and save.
Why is my logo not showing in my Outlook signature?
The image sits on your computer, uses a format Outlook does not display (WebP, SVG), or the recipient blocks external images. Use a PNG or JPG hosted online, like the ones EmailSign creates.
Why is my signature in Outlook so small?
Classic Outlook scales images with Windows display settings. Write fixed width and height on the image in the HTML, as EmailSign templates do.
Can I sync my Outlook signature across devices?
With a Microsoft 365 account, signatures roam between the web, new Outlook and often classic Outlook. The mobile app and Outlook for Mac are set up on each device.
Can you use HTML in an Outlook signature?
Yes. Paste a rich signature into the editor, or in classic Outlook drop an .htm file into the signatures folder. Keep to tables and inline styles: Outlook ignores modern CSS.
Why does my Outlook signature keep disappearing?
Usually a cloud copy (roaming signatures) overwrites the local one, or no default signature is set. Edit it in one place and check the default settings.
How do I add my Outlook signature on my iPhone?
Tap your profile picture, then the gear icon, then Signature. Keep it short: the app supports limited formatting only.
Your Outlook signature in two minutes.
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