Create signature

Add your signature to Outlook.

Outlook comes in several versions with different settings screens. Find the one you use below.

Covers: new Outlook for Windows, Outlook on the web (including Outlook.com), and classic Outlook for Windows. Outlook for Mac and the phone apps aren’t covered here.

Steps checked against the official help pages on September 28, 2026. Email apps change their menus; if something looks different, follow the official link below.

New Outlook for Windows and Outlook on the web

Not sure which you have? New Outlook and Outlook on the web look almost the same and have a gear icon for Settings at the top right. Classic Outlook has a File menu.

  1. In the builder’s Export tab, copy your signature.
  2. In Outlook, select Settings (the gear), then Accounts > Signatures. Some Outlook on the web versions show this under Account > Signatures or Mail > Compose and reply.
  3. If you have more than one account, pick the one this signature is for.
  4. Add a new signature and give it a name.
  5. Click in the editing box and paste (Ctrl+V).
  6. Choose whether to use it for new messages and for replies and forwards, then select Save.

To add it to an email by hand, start a New mail, then use Signature in the Insert area of the Message tab.

Classic Outlook for Windows

  1. Copy your signature from the builder.
  2. Open a new email. On the Message tab (on some versions, the Insert tab), select Signature > Signatures.
  3. Under the signature list, select New and type a name.
  4. Right-click in the Edit signature box and choose Paste (or press Ctrl+V).
  5. On the right, pick the E-mail account, then choose this signature for New messages and, if you like, Replies/forwards.
  6. Select Save, then OK.

Classic Outlook historically stored signatures on each computer. With a Microsoft 365 or Outlook.com account and a recent version, Microsoft says your default signatures can roam between devices; other signatures stay on that computer. It isn’t available for POP/IMAP or on-premises Exchange accounts. Check each Outlook you use.

Adding an image

If you uploaded an image in the builder, the copied signature doesn’t include it. Add the downloaded file in Outlook:

Classic Outlook for Windows

In Edit signature, click where the image should go (usually before your name) and use the picture button in the editor’s toolbar to insert the file you downloaded from the builder. Then select Save.

If that doesn’t work for you, another approach is to assemble the signature in an email first:

  1. Open a new email and paste your copied signature into the body.
  2. Click before your name, then choose Insert > Pictures and pick the downloaded image.
  3. Select everything (Ctrl+A), copy it, then paste it into Edit signature and save.

New Outlook and Outlook on the web

Microsoft says signatures can include pictures such as a logo. Click where the image should go, then insert the downloaded file with the signature editor’s image option, if your version shows one. If yours doesn’t, use the builder’s Image URL option with a logo that’s already online, so the image comes along when you copy.

Seeing “The linked image cannot be displayed” in classic Outlook? Microsoft documented a 2026 issue affecting embedded images and lists it as fixed in later builds. Update Outlook, then checkMicrosoft’s known-issue page.

Test it

  1. Send a new email to yourself and to an address on a different app, such as Gmail.
  2. Check the image, spacing and every link. Try it with images turned off if your Outlook blocks downloads by default.
  3. Reply and forward once; Outlook can use a different signature for replies.

Official help