How to Add a Custom Email Signature in Microsoft Outlook

Microsoft Outlook is notorious for tearing apart custom formatting. If you try to build a signature yourself inside their tiny editor window, the image sizing and alignment will almost certainly break when you send an email to someone using a Mac or an iPhone.

The safest, most bulletproof way to install a signature in Outlook is to generate the HTML code first, and then paste it in. Follow these exact steps to get it right.

Step 1: Generate the Signature

First, use our Free Email Signature Generator. Fill in your information, adjust your logo size, and hit the blue Copy to Email button. This copies the perfectly formatted layout securely to your computer's clipboard.

Step 2: Open Outlook Signature Settings

1. Open the Microsoft Outlook application on your computer.
2. Click File in the top left corner.
3. Click Options down at the very bottom left.
4. In the pop-up window, click the Mail tab on the left side, then click the Signatures... button on the right.

Navigate to File > Options > Mail > Signatures.

Step 3: Paste and Save

1. Under the "Select signature to edit" box, click New and give it a name (e.g., "Work Signature").
2. Click inside the main white text box at the bottom.
3. Press Ctrl + V (Windows) or Cmd + V (Mac) to paste the signature you copied.
4. Crucial Step: Ensure the "Keep Source Formatting" paste option is applied if Outlook prompts you, so it doesn't strip out the grid layout.

Paste the signature into the edit box. Do not try to resize the logo from inside here; do it in the generator first.

Step 4: Assign the Signature

Look at the top right of that same window under Choose default signature. Use the dropdown menus to select your new signature for both New messages and Replies/forwards. Click OK on all open windows to save your changes.

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(Official documentation can be found on the Microsoft Support page).