How to Add an Email Signature in Outlook (2026)
Create and add a professional email signature in Outlook — Classic Outlook and New Outlook for Windows, Outlook on the web, Outlook for Mac, and mobile. Works with Outlook 365, 2021, 2019, and 2016. Free signature generator included, no signup.
Create your free Outlook signature →
Add a signature in Outlook on the web
- Create your signature in TooStamply and click "Copy for Outlook".
- Click the gear icon → "View all Outlook settings".
- Go to Mail → "Compose and reply".
- Under Email signature, click "New signature" and name it.
- Paste with Ctrl+V (Cmd+V on Mac).
- Select it as default for new messages and replies.
- Click Save.
Add a signature in Classic Outlook for Windows (365, 2021, 2019, 2016)
- Copy your Outlook-optimized signature from TooStamply.
- Go to File → Options → Mail → Signatures.
- Click "New", name the signature, and paste it into the editor.
- Set it as default for new messages and replies, then click OK.
New Outlook vs Classic Outlook: which do you have?
In 2026 two different Windows apps are both called Outlook. Classic Outlook has a File menu in the top-left and stores signatures under File → Options → Mail → Signatures. New Outlook shares its engine with the web app, has no File menu, and stores signatures under Settings (gear) → Accounts → Signatures. TooStamply's "Copy for Outlook" output works in both — only the location of the setting changes.
Outlook for Mac and mobile
- Mac: Outlook → Settings → Signatures, add a new signature, paste with Cmd+V, and set it as the account default.
- Mobile (iPhone / Android): profile icon → gear → Signature. Mobile is plain text only, so keep a short text signature on the phone and use the full HTML signature on desktop and web.
Troubleshooting: why your Outlook signature looks broken
- Extra gaps or line breaks: use the "Copy for Outlook" version — flat tables and MSO styles that Outlook respects.
- Pastes as plain text: paste with Ctrl+V (not Ctrl+Shift+V) directly into the signature box.
- Images do not show: recipients block external images; TooStamply templates use text and solid colors so they stay readable.
- Not added automatically: select the signature in the "new messages" and "replies/forwards" dropdowns for the right account, then save.
Frequently Asked Questions
How do I add an email signature in Outlook 365?
In Classic Outlook: File → Options → Mail → Signatures. In the Microsoft 365 web app: Settings → Mail → Compose and reply → New signature. Paste your signature, set it as default, and Save.
Why does my Outlook signature look broken or add extra spaces?
Outlook renders HTML with Microsoft Word's engine, which adds spacing around block elements. Use TooStamply's "Copy for Outlook" version, which uses flat table layouts and MSO conditional styles designed for Outlook.
How do I change my existing signature in Outlook?
Open the Signatures settings, select the signature to edit, replace its contents, and save. To swap in a new design, paste your updated signature over the old one.
Is there a free Outlook signature generator?
Yes. TooStamply's email signature generator is free with no signup and no watermark. Fill in your details, pick a template, and click "Copy for Outlook".