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How to add signatures to new Outlook for Windows?

Email signature in NEW Outlook OG

Setting up email signatures can be a headache. Especially in the new Outlook for Windows. Fortunately, there is a simple way to do this. I’ll show you how to add a professional email signature to the new Outlook. This method works every time and once you see it, you won’t believe how easy it is.

Take me to instructions

What’s a professional email signature?

A professional email signature adds a human touch to your digital communication. It needs to look good and provide alternative ways to reach you. It’s a good sign that people want to know who they’re talking to. It means you’re on the right track. And to show them who you are, you might want to add a link to your LinkedIn profile. You could also add a marketing banner to let them know about a promo offer you’re running. A photo and logo helps too, so that they know they’re not having conversations with an AI.

But why am I mentioning this? Well, to have a professional email signature which includes those elements, you need to have it coded in HTML, so that it works in all email clients used to view your emails.

The easiest way to design a working email signature

HTML code for email signatures is not quite the same as the code used for websites. Email clients have a different parsing engine and trying to use the same methods you’d use for developing websites usually ends in failure.

That’s why it’s easiest to use a dedicated tool, designed to work with email signatures.

The free signature generator is the perfect tool if you just want a signature for yourself.

To design a signature in the generator, choose any signature template and fill it in with your data. The steps are really easy and if you run into any issues, its user’s manual has all the answers.

The generator works with all email clients. To use it with the new Outlook for Windows, choose New Outlook as your platform. When you’re happy with your design, click Apply your signature.

Apply your new Outlook signature

And here’s how to add a signature, because this part isn’t as obvious. You might want to minimize the generator for the time being.

Add a signature to the new Outlook for Windows

When you have the signature ready, it’s time to open signature settings in the new Outlook.

  1. Starting from the Outlook’s main window, the quickest way to open signature settings is to start creating a new email:
Start creating a new email-thumb
  1. Next, go to Message > Signature > Signatures
Open new Outlook's signature settings
  1. Once in the signature settings, add a new signature’s name. Now, it’s best to open Outlook and the signature generator side by side. I’m using the windows-key-logo + arrow-left key combination for an easy and even screen split, but you can use your second display (if you have it). Now, select the signature in the generator and drag & drop it into the signature settings in Outlook. Since it’s easier shown than written, see this short video:

Note: Alternatively, you can click and hold the signature, alt + tab to the settings (while holding) and release the mouse button in the signature editor.

  1. Save your changes, (optionally) choose the new signature as the default one and then save again. You can’t choose the new signature as the default one until you save it first.

Why not copy and paste the signature?

Copy and paste works for nearly every email client. New Outlook for Windows is the infamous exception. There’s currently no way to keep the source formatting when pasting, so if you try to copy and paste, the formatting gets messed up.

Can you see the difference? It’s the same signature.

Dragged & dropped:

Email signature in NEW Outlook after drag-and-drop

Copied & pasted:

Email signature in New Outlook after copy-and-paste

Other methods

It’s not the only way to get your automatic email signature working. But it’s by far the easiest. I’ll list the other methods, but mainly to show why the method above is superior.

  • Switching to classic Outlook and adding the signature there. Copy & paste always worked there, but you’ve switched to the new Outlook for some reason, right? Jumping between those two versions adds some hassle.
  • Creating the signature from scratch in the signature editor. While it’s always an option, I’ve never actually seen people doing it, unless they only want to add their first and last name.
  • You don’t have to use the signature generator. Designing a signature in Word and using it in the new Outlook is an option you’re welcome to try. I never recommend it, though. Copy and paste gives similar results to what you see above. And if you drag and drop, signatures from any word processor come with some curious formatting. It will reveal itself once you send out your emails.
  • You can design your signature in Canva, Photoshop, etc. and use an image instead of an HTML signature. While your formatting will be intact, you’ll lose dark-mode compatibility, easy editing, ability to copy anything and optimal signature size. Also, there’s no point in adding any social buttons, since you can only add one link to the whole image.

There is one more method, which makes a lot of sense if you design email signatures for the whole company.

How to add a professional email signature for the whole company?

The only easier method of setting up an email signature is when you don’t have to set it up at all. And yes, you and every other user can have a signature without having to get near the signature settings. Here’s how:

Try CodeTwo Email Signatures 365 for free

Find out the location of Outlook email signatures and how to back them up

[Update] This article was first published on July 09, 2013. It begged for a major update, so we did it.

Outlook signature location & backup

The Outlook email signature location depends on which Outlook you’re dealing with. In this article, I’ll list the possible locations of Outlook signatures and show you how to back up and restore them.

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How to create an HTML email signature in Outlook for iOS

[Update]: This article was first published on September 8, 2016. It’s been updated as the steps to set up a signature have changed.

Outlook for iOS is a mobile email client which does its job well. 4.7 rating in App Store proves that users like Outlook for iOS quite a lot. Unfortunately, the default “Sent from Outlook for iOS” signature is almost as cringy as the “Sent from my iPhone” text. Read on to see how to change that “Sent from Outlook for iOS” strapline into a professional HTML email signature.

How to set up email signature in Outlook for iOS

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How to create company-wide email signatures and disclaimers in Office 365

How to create company-wide email signatures and disclaimers in Office 365

[Update]: This blog post was first published on July 7, 2016. It’s been updated to reflect the current steps required for a proper configuration in the Exchange admin center.

In this article, you can find out how to set up your own server-level automatic email signature or disclaimer in Office 365. Like most of today’s email signature solutions, it supports HTML content such as tables, images and font formatting, but in contrast to e.g. Google Workspace (G Suite), it also allows for automatic personalization of individual signatures. However, there is no option to e.g. insert the signature directly below the latest reply/forward, or preview it in the user’s mailbox.

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How to set up an HTML email signature in Apple Mail

[Update]: This article was updated on September 13, 2021.

Creating and adding your email signature to Apple Mail (or Mac Mail, whichever name you like more) should be as easy as possible. Is it, though? If you’ve ever had any problem with setting up your email signature in Apple Mail, this guide is for you. I’ll show you how to create an email signature with a free email signature generator and how to add it to the Apple’s native email client.

How to add signature to Apple Mail

How to add an HTML email signature in Apple Mail – the easy way

[UPDATE]: We’ve updated our free email signature generator with a dedicated option for Apple Mail. There’s no longer any need to browse through the file system or paste HTML code directly into text files. You’re welcome.

To set up a professional email signature in Apple Mail, follow this short instruction:

  1. Before you begin, a word of warning. If possible, don’t use the email signature generator with the Safari browser. I don’t want to point fingers, but this browser has the tendency of adding unnecessary formatting to signatures. So, unless you want to give a slight Picasso vibe with an abstract signature formatting, use another browser, or proceed at your own risk.
  2. Go to the signature generator, choose Apple Mail and follow the intuitive interface to create your own email signature. When in doubt, you can always refer to the user’s manual. When the email signature preview on the right looks great, click Apply your signature.
Apple Mail HTML signature generator
  1. Next, Copy your signature to the clipboard.
Copy Apple Mail HTML signature
  1. Start Apple Mail.
Open Mail App
  1. Then, go to Mail > Preferences > Signatures.
Mail App Preferences
  1. Before you proceed with anything else, switch from All signatures to your email account (1), add a new email signature with the + button (2) and uncheck the Always match my default message font option (3). If you don’t do it, the signature probably won’t turn out right. Next, paste the signature you have copied earlier (4) and (optionally) select it as the default one (5). Note that the signature won’t look right in the Apple Mail’s editor at this point – don’t worry about that.
Apple Mail Signatures Settings
  1. When you compose a new email, the signature should be there with all the formatting and images displayed correctly (even if they were missing in the signature editor).
Apple Mail signature standard mode

That wasn’t so hard, was it?

Now you have a professional email signature in your Apple Mail client. But what if you want everyone in your company to get a similar signature? You could rinse and repeat the whole procedure for everyone, but it might take you ages to complete such a task. Especially, if some users use more than one email client. That’s why I saved the best method for last.

Organization-wide email signature management (the easiest way)

If your company uses Microsoft 365 or Exchange Server as the email platform, you can manage email signatures for everyone, the smart way. No matter what email clients are used, no matter how many users there are, you can deploy signatures to everyone in a matter of minutes. Whether it’s Apple Mail, Outlook for iOS, or any other client used on any other device, email signature management tools let you provide instant updates to the signatures in your company.

  • CodeTwo Email Signatures 365 – the #1 email signature solution for Microsoft 365 tenants. With this flexible web-based email signature service, you can manage your Microsoft 365 signatures easily from any device. It can be integrated with web analytics tools, CSAT survey tools and meeting scheduling solutions, and it is the first among competition to use the newest technologies to help you manage your branding effectively.
  • CodeTwo Exchange Rules – the best signature solution if you use Exchange Server. It lets you change a simple email signature into an effective marketing channel.
    And if you want to do much more than just manage email signatures, it includes a Pro variant which gives you full control over your mail flow.

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