How to Install Your Email Signature in Outlook
Complete guide for Windows, Mac, and Outlook Web (Office 365)
Select Your Platform
📝 Outlook for Windows Instructions
Step 1: Open Outlook Signature Settings
Open Outlook desktop application and click File → Options.
In the Options window, select Mail from the left sidebar, then click Signatures... button.
Step 2: Create or Edit Signature
In the Signatures and Stationery window, click New to create a new signature or select an existing one to edit.
Give your signature a name (e.g., "Professional", "Work", etc.).
Step 3: Paste Your Signature HTML
Copy your signature HTML from SignatureAI.
In the signature editor box, press Ctrl + V to paste.
💡 Tip: If the signature appears as plain HTML code, try pasting it as plain text first, then formatting it manually using the toolbar.
Step 4: Set Default Signature
In the "Choose default signature" section:
- Select your email account from the dropdown
- Choose your signature for New messages
- Choose your signature for Replies/forwards
Step 5: Save and Apply
Click OK to save your signature settings, then click OK again to close the Options window.
🔧 Troubleshooting Common Issues
❌ My signature doesn't appear in new emails
Solution: Check your default signature settings:
- Make sure you selected the correct email account
- Verify your signature is selected in the "New messages" dropdown
- Try creating a new email to test
- Restart Outlook if the issue persists
❌ Images don't show in my signature
Solution: Outlook has strict image handling:
- Use publicly hosted images with HTTPS URLs
- Avoid base64-encoded images (they may not display)
- Use the "Insert Picture" button in Outlook's signature editor
- Keep image file sizes under 100KB for best performance
❌ Formatting looks different than preview
Solution: Outlook uses Word's rendering engine:
- Some CSS styles may not be supported
- Use inline styles instead of CSS classes
- Test by sending yourself an email
- Simplify complex layouts if needed
❌ Signature appears twice in replies
Solution: Check your reply/forward settings:
- Go back to signature settings
- Set "Replies/forwards" to "none" or your preferred signature
- Make sure you're not manually adding signatures to replies
💡 Pro Tips for Outlook
- ✅Create multiple signatures for different purposes (formal, casual, internal, external)
- ✅Keep signatures under 600px wide for best email client compatibility
- ✅Test your signature by emailing yourself and viewing on mobile devices
- ✅Use web-safe fonts (Arial, Helvetica, Georgia) for maximum compatibility
- ✅Update your signature when your contact details or job title changes
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