How to Add Signature in Outlook: A Step-by-Step Guide

Greetings Challenger!

Are you tired of having to manually add your signature every time you send an email in Outlook? Well, you’re in luck because we have a solution for you! In this comprehensive guide, we will walk you through the step-by-step process of adding a signature to your Outlook account with ease.

Introduction: What is a Signature in Outlook?

Before we dive into the steps of how to add a signature in Outlook, let’s first understand what a signature is. In simple terms, an email signature is a block of text that is automatically appended at the end of an outbound email. The signature block usually includes the sender’s name, contact information, and other relevant details.

Having a well-designed email signature can add a professional touch to your email correspondence and even help you promote your business or brand.

In the paragraphs to follow, we will take you on a journey into the world of email signatures and show you how to create one in Microsoft Outlook.

How to Add Signature in Outlook: A Step-by-Step Guide

Step 1: Launch Microsoft Outlook

The first step to adding a signature to your Outlook account requires you to first open the Outlook software on your computer.

Step 2: Click on File

Once you are on the Outlook home screen, click on ‘File’ located on the top-left corner of the screen.

Step 3: Click on Options

A drop-down menu will appear after you have clicked on ‘File’. From the menu, click on ‘Options’ located at the bottom of the list.

Step 4: Select Mail from the Options

After clicking on ‘Options’, a new window will appear, showing you different options. From the options, select ‘Mail’.

Step 5: click on ‘Signatures’

From the ‘Mail’ options, select ‘Signatures’. This will take you to the ‘Signatures and Stationery’ settings page, where all your email signatures can be managed.

Step 6: Create a New Signature

Once you are on the ‘Signatures and Stationery’ page, click on the ‘New’ button, and a new window will appear. In this window, you can create a new signature by typing in the name of the signature in the provided space.

Step 7: Design your Signature

After creating a new signature, the next step is to design your signature. You can add text, images, or even links to your signature. The signature customization options in Outlook are highly flexible, allowing you to create a signature that suits your brand or personal preferences.

Step 8: Choose default signature settings

After designing your signature, choose your default signature settings for the ‘New messages’ and ‘Replies/forwards’ sections.

Setting Action
New Messages Select the signature you created from the drop-down menu
Replies/forwards Select the signature you created from the drop-down menu

Frequently Asked Questions

FAQ 1: How many signatures can I create in Outlook?

You can create as many signatures as you want in Microsoft Outlook. You can also choose which signature to use in each email message.

FAQ 2: Can I add images to my signature in Outlook?

Yes, you can. You can add images to your signature by using the ‘Pictures’ option in the signature settings.

FAQ 3: How do I delete a signature that I no longer need?

To delete a signature, go to ‘Signature and Stationery’ settings, select the signature you want to delete and click on ‘Delete.’

FAQ 4: Can I use different signatures for different email accounts in Outlook?

Yes, you can. Outlook allows you to create different signatures for each email account that you have set up on the platform.

FAQ 5: Can I change my signature in Outlook?

Yes, you can. You can change your signature by following the above steps and editing your existing signature or creating a new one.

FAQ 6: Can I preview how my signature will look before applying it?

Yes, you can. Before applying your signature to a message, you can preview how it will look by using the ‘Preview’ button on the ‘Signatures and Stationery’ page.

FAQ 7: How do I add hyperlinks to my signature?

To add hyperlinks to your signature, highlight the text you want to link, click on ‘Hyperlink’ under the ‘Insert’ tab, and add the URL in the provided space.


Congratulations, Challenger! You have successfully learned how to add a signature in Outlook. A signature can have a significant impact on your email communication, and with the steps outlined in this guide, you can now add a professional touch to your correspondence.

Remember to customize your signature and make it unique to your brand or personal preference. Adding a call-to-action can also help you attract more readers to your website or social media pages.

We hope that this guide has been beneficial to you, and we look forward to hearing about your experience in using Outlook signatures. If you have any further questions or concerns, please do not hesitate to contact us.


The steps highlighted in this article may vary depending on the version of Microsoft Outlook that you are using. Additionally, the Outlook features and functionality could change over time. As such, we advise you to check the documentation provided by Microsoft or seek technical support if you encounter any issues.