Setting Up an Email Signature in Outlook Print

An email signature automatically adds your contact information and branding to the bottom of your messages.

Outlook on the Web

1. Open Outlook at outlook.office.com
2. Click the gear icon in the top right
3. Type "signature" in the search box, or navigate to Mail → Compose and reply
4. Under Email signature, create your signature in the text box
5. Check the boxes to automatically include your signature on new messages and/or replies
6. Click Save

Outlook Desktop (Windows)

1. Go to File → Options
2. Click Mail in the left sidebar
3. Click Signatures
4. Click New and give your signature a name
5. Type your signature in the edit box
6. Under Choose default signature, select when to use it:
   • New messages – For emails you start
   • Replies/forwards – For responses
7. Click OK

Outlook Desktop (Mac)

1. Go to Outlook → Settings (or Preferences)
2. Click Signatures
3. Click the + to create a new signature
4. Type your signature in the editor
5. Choose which account to use it with
6. Select whether to include it on new messages, replies, or both

What to Include

A professional signature typically includes:

• Your full name
• Job title
• Company name
• Phone number
• Email address
• Website (optional)

Keep it concise—4 to 6 lines is ideal.

Using a Signature Generator

Want a polished, professional signature? Try the free HubSpot Email Signature Generator:

https://www.hubspot.com/email-signature-generator

It creates HTML signatures you can copy and paste directly into Outlook.