How to Setup a Custom Email Signature in Outlook

A step-by-step guide for creating your own custom Outlook email signature.



How to setup your Outlook email signature:

  • Open the Outlook app.

  • Navigate to File in the top left corner of the window.

  • Select Options from the menu on the bottom left of the screen.



  • Select Mail from the popup menu on the left.

  • Locate and select the Signatures button.


A screenshot of the 'create or modify signatures for messages' option in Outlook

  • Under the Select Signature window, select New and type the desired name for your signature in the New Signature popup window.


A screenshot of the Outlook edit email signature window

  • In the Edit Signature box, add the details you want to include in your email signature. You can also format your signature in Word or another text editor application and copy + paste into Outlook.


How to customize font color:

  • In the Signatures and Stationery window, click + drag to highlight the text you'd like to recolor.

  • Select the Color drop down menu.


Screenshot of the Outlook email signature color options

  • Choose from the preloaded Standard Colors, Theme Colors or select the More Colors option to select a color not listed.

  • In the More Colors window, select a color from the Standard colors menu by selecting the color from the hexagon and clicking OK. In the Custom colors menu, you can select a color from the slider, or adjust the Color Model to switch between Hue, Saturation, Lightness (HSL) scale or the Red, Green, Blue (RGB) values.

  • You can use HSL or RGB Hex color codes by entering the code in the Hex box and clicking OK.



How to add images/logos to your signature:

  • In the Signatures and Stationery window, position your cursor to where you'd like to insert your image/logo.

  • Select the Insert Image icon on the Edit Signature navigation bar.


Screenshot of the Outlook email signature options bar with the insert image icon circled in yellow

  • Navigate to the image file you'd like to use and select Insert.

  • To resize your image in Outlook: select the image and right click.

  • Select Picture from the drop down menu.



  • In the Format Picture window, select the Size tab.

  • You can resize your image using specific dimensions or the scale option.


A screenshot of the Outlook signature format picture menu with the size tab selected

  • Resize your image and select OK to save. You can resize your image multiple times until the image is your desired size.


How to add links to your signature:

  • In the Signatures and Stationery window, select the image or click + drag to select the text you'd like to link.

  • Select the Link icon in the Edit Signature navigation bar.


Screenshot of the Outlook edit signature menu with the link icon circled in yellow

  • In the Edit Hyperlink window, check to make sure the desired text is listed in the Text to Display bar.

  • Select the desired option in the Link to column to the left. To link to a website, select the Existing File or Web Page option. To open a new email message, select the E-mail Address option.


Screenshot of the Outlook Insert Hyperlink menu with the address bar highlighted

  • In the Address bar, type or copy + paste the desired link address.

  • Click OK to save.


How to edit plain text signatures:

  • In the Outlook Options menu, select Mail from the menu to the left.


Screen shot of the Outlook Options mail menu with the Signatures option outlined. Text is added to say hold control + Signatures

  • Hold down the CTRL key and click the Signatures button.

  • Locate and open the Text Document file for your desired signature. Note: do not select the HTML Document or the Rich Text format.


Screenshot of Outlook signature file types with the Text Document file highlighted

  • Make your desired edits to the Text Document and navigate to File + Save to save your edits.


How to set a default signature:

  • In the Signatures and Stationery window, navigate to the Choose Default Signature panel.

Screenshot of the Outlook Default signature options menu
  • Select the appropriate email address from the E-mail Account drop down.

  • Choose your preferred signature from the New Messages and Replies/Forwards drop down menus.

  • Click OK to save.


How to manually add a signature to a message:

  • Navigate to the Home tab in Outlook.

  • Select New Email.


Screenshot of the Outlook Home and new email options

  • Type your message and press Enter to position your cursor where you'd like to insert your email signature.

  • In the Message tab, locate the Include panel and select the Signature icon. Note: if you don't see the Include panel, try resizing your message window larger.

  • Select your preferred email signature from the Signature drop down menu to insert into your message


A screenshot of the Outlook email signature drop down

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