How to add an email signature in Outlook (Desktop)

Outlook is a popular and capable email client for Windows. It features the ability to have multiple email signatures and switch between them. If you have created your signature using a generator like this tutorial will teach you how to add that signature in the desktop Outlook application step by step. Sometimes it can be a bit hard to find, but once you paste it in you won’t need to worry about it again.

By default the editor is pretty basic for what many people want out of their signature. If you want to make something more advanced, we would recommend using a tool like our email signature generator. This tool allows you to choose from a set of starting templates and customize them by changing fonts, colors, images and adding additional fields. It creates the HTML code for you so you don't even have to worry about it!

Here is a step by step process of how to add your email signature to the Desktop version of Outlook. This guide assumes you have already copied your email signature to your clipboard using an editor like, from an email, or from another source.

  1. Open the Outlook application on your desktop, choose New Email.

    add signature to Outlook step 1

  2. With the blank email message open, choose Insert.

    add signature to Outlook step 2

  3. Within the Insert menu you can now click on Signature and then Signatures.

    add signature to Outlook step 3

  4. With the Signatures and Stationery window open, click on New.

    It is highly recommended to Create a new signature rather than pasting over an old one. While it may appear that you have removed an old signature from the editor window it often leaves behind invisible styles that can ruin your new signature!

    add signature to Outlook step 4

  5. Give your signature a name.

    The name you choose doesn't matter too much. It is something only you will see.

    add signature to Outlook step 5

  6. In the Edit Signature preview box, paste your signature.

    On Windows you can press Ctrl + V. On a Mac you can press Command + V. You can also often right click and find the Paste option in the menu.

    add signature to Outlook step 6

  7. You can assign this new signature as the default signature for your email account.

    This is optional, and may be more important if you have multiple email accounts in Outlook.

    add signature to Outlook step 7

  8. Click OK

    add signature to Outlook step 8

  9. When composing an email message, if you don’t see your signature already, you can go back to the Insert menu and choose it under the signatures drop down menu.

    add signature to Outlook step 9

That's it, you are finished! You are now a pro at managing signatures in Outlook. If you have additional questions please don’t hesitate to reach out and let me know! You may also want to check out my beginners guide on creating email signatures.

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