How to Set Up Email Signature in Outlook 365

Outlook on the Web (OWA)

The easiest way to set up your signature if you use Microsoft 365:

1. Sign in to outlook.office.com (or outlook.live.com for personal accounts).
2. Click the ⚙ gear icon (top right) → View all Outlook settings.
3. Navigate to Mail → Compose and reply.
4. Under Email signature, click + New signature.
5. Give your signature a name (e.g., "Work" or "Professional").
6. In the editor, paste your HTML signature code. The rich editor supports formatted text, but for best results, switch to the source code view (click the </> icon) and paste raw HTML.
7. Under Default signatures, select your signature for:
   • For new messages — choose your signature
   • For replies/forwards — choose your signature (or a shorter version)
8. Click Save.

Outlook Desktop App (Windows)

For the classic Outlook desktop application on Windows:

1. Open Outlook and click File → Options.
2. Click Mail in the left sidebar.
3. Click the Signatures… button.
4. Click New, enter a name for your signature.
5. In the editor at the bottom, paste your signature. For HTML signatures, compose in a browser first, copy the rendered result, then paste it here.
6. Under Choose default signature:
   • Select your email account
   • Choose your signature for new messages and replies/forwards
7. Click OK twice to save.

Outlook Desktop App (Mac)

1. Open Outlook and go to Outlook → Preferences (or Settings).
2. Click Signatures.
3. Click + to create a new signature.
4. Give it a name and use the editor to format your signature.
5. For HTML: compose your signature in a browser, copy, and paste into the editor.
6. Set as default for your account if desired.
7. Close the preferences window to save.

Outlook Mobile App (iOS / Android)

1. Open the Outlook app and tap your profile icon (top left).
2. Tap the ⚙ Settings gear (bottom left).
3. Scroll down to Signature.
4. Toggle "Per Account Signature" if you want different signatures for each account.
5. Enter your signature text. Note: Outlook mobile has limited HTML support — complex formatting may not render correctly.
6. Tap the back arrow to save.

Admin: Deploy Signatures Organisation-Wide

If you're an IT admin managing signatures for your whole team:

• Exchange Admin Centre: Set up transport rules with HTML signatures that apply to all outgoing emails.
• Microsoft 365 Admin Centre: Use the Email signatures feature under Settings → Org settings.
• Third-party management: For centralised control with branding consistency, see our email signature management guide.

For team rollouts, our team pricing includes bulk signature creation and deployment guides.

Troubleshooting Outlook 365 Signatures