Outlook Signature Setup: Win, Mac, Mobile Guide

How to Add a Signature in Outlook: A Complete Guide for 2025 and Beyond

If you use Outlook for your email communication, you might want to add a signature to your messages. A signature is a personalized text that appears at the end of your emails, usually containing your name, contact information, website, social media links, or any other information you want to share with your recipients.

Adding a signature to your Outlook emails can help you:

Create a professional and consistent image for yourself or your brand
Promote your products, services, or content
Build trust and credibility with your audience
Save time and avoid typing the same information over and over

But how do you add a signature in Outlook? And how do you make sure your signature is effective, attractive, and in 2025 and beyond?

In this blog post, I will answer these questions and show you how to create and add a signature in Outlook for different platforms and devices, including Windows, Mac, web, Android, iPhone, and iPad. I will also share some tips and best practices on, and how to avoid common mistakes and pitfalls.

By the end of this post, you will be able to create a signature in Outlook that will impress your email recipients and boost your online presence.

Let’s get started!

Here are some examples of email signatures

Example 1: Lawyer

John Smith Personal Injury Lawyer Law Office of John Smith (123) 456-7890 john@lawoffice.com www.lawoffice.com

John Smith is a personal injury lawyer with over 10 years of experience in helping victims of car accidents, slip and fall, medical malpractice, and wrongful death. He has a law degree from Harvard Law School and is admitted to the bar in New York and California. He has won numerous awards and recognitions, including being named as a Super Lawyer and a Top 100 Trial Lawyer. He has also been featured in The New York Times, CNN, and Forbes. He offers a free consultation and a no-win, no-fee guarantee.

Example 2: Blogger

Jane Doe Lifestyle Blogger Jane’s World jane@janesworld.com www.janesworld.com

Jane Doe is a lifestyle blogger who writes about fashion, beauty, travel, and wellness. She has been blogging since 2015 and has over 100,000 followers on Instagram, Pinterest, and YouTube. She has collaborated with brands like Nordstrom, Sephora, and Airbnb. She has also been featured in Vogue, Cosmopolitan, and Travel + Leisure. She loves sharing her tips, tricks, and recommendations with her readers and followers. She also offers a free ebook on how to start a successful blog.

Example 3: Fitness Coach

Mike Jones Fitness Coach Mike’s Fitness mike@mikesfitness.com www.mikesfitness.com

Mike Jones is a fitness coach who helps busy professionals get in shape and stay healthy. He has a degree in kinesiology and a certification from the National Academy of Sports Medicine. He has over 5 years of experience in personal training, online coaching, and group fitness. He has helped hundreds of clients achieve their fitness goals, from losing weight to gaining muscle. He has also been featured in Men’s Health, Women’s Health, and Shape. He offers a free fitness assessment and a customized workout plan.

How to add a signature in Outlook for Windows

If you use Outlook for Windows, here are the steps to create and add a signature to your emails:

Open Outlook and click on the File tab.
Select Options and then click on Mail.
Scroll down to the Signatures section and click the Signatures button.
In the Signatures and Stationery window, go to the Email Signature tab.
In the drop-down box at the top, pick the email account you want to use if you have more than one.

Click on New to create a new signature and give it a name.

In the text box below, type your signature and format it with the font, color, and styles you want. You can also insert images, links, or business cards.

To add a default signature to your new messages and replies or forwards, use the drop-down boxes below to choose one. To insert a signature manually, select None.

Click on OK to save your signature and close the window.

To insert your signature manually, click on Signature in the ribbon of the New Message window and pick one from the list.

How to add a signature in Outlook for Mac

If you use Outlook for Mac, here are the steps to create and add a signature to your emails:

Open Outlook and click on Outlook in the menu bar.

Select Preferences and then click on Signatures.

In the Signatures window, click on the plus sign (+) to create a new signature and give it a name.

In the text box on the right, type your signature and format it with the font, color, and styles you want. You can also insert images, links, or emojis.

To add a default signature to your new messages and replies or forwards, use the drop-down boxes below to choose one. To insert a signature manually, select None.

Click on the red circle (x) to close the window and save your signature.

To insert your signature manually, click on the Signature icon in the toolbar of the New Message window and pick one from the list.

How to add a signature in Outlook for the web

If you use Outlook for the web, here are the steps to create and add a signature to your emails:

Visit Outlook online and sign in with your Microsoft account.

Click on the Settings icon on the top right and then select View All Outlook Settings at the bottom of the sidebar that appears.

In the pop-up window, choose Mail on the far left and Compose and Reply to the right.

Under Email Signature, type your signature and format it with the font, color, and style you want. You can also insert images or links.

To add a default signature to your new messages and replies or forwards, check the boxes below. To insert a signature manually, leave the boxes unchecked.

Click on Save to save your signature and close the window.

To insert your signature manually, click on the three dots (…) in the toolbar of the New Message window and select Insert Signature from the menu.

How to add a signature in Outlook for Android

If you use Outlook for Android, here are the steps to create and add a signature to your emails:

Open the Outlook app and tap on the Menu icon on the top left.

Tap on Settings at the bottom of the sidebar that appears.

Tap on your email account under Accounts.

Tap on Signature under Mail settings.

Type your signature and format it with the font, color, and styles you want. You can also insert emojis.

To add a default signature to your new messages and replies or forwards, toggle on the switch below. To insert a signature manually, toggle off the switch.

Tap on the check mark on the top right to save your signature and close the window.

To insert your signature manually, tap on the Signature icon in the toolbar of the New Message window and pick one from the list.

How to add a signature in Outlook for iPhone and iPad

If you use Outlook for iPhone and iPad, here are the steps to create and add a signature to your emails:

Open the Outlook app and tap on the Menu icon on the top left.

Tap on the Gear icon on the bottom left of the sidebar that appears.

Tap on your email account under Accounts.

Tap on Signature under Mail settings.

Type your signature and format it with the font, color, and styles you want. You can also insert emojis.

To add a default signature to your new messages and replies or forwards, toggle on the switch below. To insert a signature manually, toggle off the switch.

Tap on the back arrow on the top left to save your signature and close the window.

To insert your signature manually, tap on the Signature icon in the toolbar of the New Message window and pick one from the list.

Here are some examples of email signatures

Example 1: Lawyer
John Smith
Personal Injury Lawyer
Law Office of John Smith
(123) 456-7890
john@lawoffice.com
www.lawoffice.com

Example 2: Blogger
Jane Doe
Lifestyle Blogger
Jane’s World
jane@janesworld.com
www.janesworld.com

Example 3: Fitness Coach
Mike Jones
Fitness Coach
Mike’s Fitness
mike@mikesfitness.com
www.mikesfitness.com

Conclusion

Adding a signature to your Outlook emails is a simple and effective way to enhance your email communication and online presence. By following the steps and tips in this blog post, you can create and add a signature in Outlook

I hope you found this blog post helpful and informative. If you have any questions or feedback, please feel free to leave a comment below or contact me at my email address.

Thank you for reading and happy emailing!

Sources –

(https://blog.hubspot.com/marketing/email-signature-examples

https://www.zippia.com/advice/email-signature-mistakes/

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