How to add an HTML email signature in Outlook

Outlook comes in several versions, and the menus differ slightly. The idea is the same: create a signature, paste yours in, and choose when it is used.

Outlook on the web and the new Outlook

1. Build your signature and click Copy signature.
2. Open Settings, then Accounts, then Signatures.
3. Click New signature and give it a name.
4. Paste into the editor with Ctrl+V or Cmd+V.
5. Choose it as the default for new messages and for replies and forwards, then save.

Outlook for Windows (classic)

1. Build your signature and click Copy signature.
2. Go to File, then Options, then Mail, then Signatures.
3. Click New and name your signature.
4. Paste into the editing box with Ctrl+V.
5. Pick the default signature for new messages and for replies and forwards, then click OK.

Things to know about Outlook

• Classic Outlook for Windows ignores rounded corners, so a round photo appears square. Choose a square photo if your audience uses it.
• Images work best when hosted online. If you paste a signature with embedded images, Outlook may send them as attachments to some recipients.
• Outlook can change fonts it does not recognise. Stick to common fonts like Arial or Georgia.