75tools
    FR

    Create an Outlook signature

    Fill in your details, copy the signature and follow the steps for your Outlook.

    James Walker
    Sales manager · Walker Equipment
    Office 04 72 00 00 00 | Mobile 06 98 76 54 32
    james.walker@example.com | www.example.com

    Colour

    Create an Outlook signature by copy and paste

    To create an Outlook signature, fill in your details in the generator above, pick a layout, click Copy signature and paste it into Outlook: in new Outlook and on the web, through Settings, Accounts, Signatures; in classic Outlook, through File, Options, Mail, Signatures. The code uses only tables and inline styles, with no VML tags and no embedded image, which avoids the logo-as-attachment problem Microsoft describes. For classic Outlook, the Download .htm file button also gives you a standalone page to drop into the Signatures folder, handy to install the same signature on three or ten PCs. Example: a sales manager with an office line, a mobile, an email and a website gets a four-line signature in under a minute, with English labels (Office, Mobile). The main limit: the signature does not sync between classic Outlook, Outlook on the web and the mobile app, so each one has to be set separately.

    Installing the signature in each version of Outlook

    Outlook comes in five flavours that keep the signature in different places. Find yours, paste the signature you copied above, then choose when it is added: to new messages, to replies and forwards, or both. The steps use the English menu names; if your work PC in France runs Outlook in French, the same menus read Paramètres, Comptes, Signatures, or Fichier, Options, Courrier, Signatures in classic Outlook.

    New Outlook for Windows

    1. Select Settings (the gear icon), then Accounts > Signatures.
    2. If you have more than one account, select the one the signature is for.
    3. Select Add signature, give it a distinct name and paste it into the editing box.
    4. Use the checkboxes at the bottom to apply it to new messages and to replies and forwards, then Save.

    Outlook on the web and Outlook.com

    Same path in the browser: Settings at the top of the page, Accounts > Signatures, Add signature. Microsoft notes that if you use both Outlook on your PC and Outlook on the web, you need to create the signature in both.

    Classic Outlook for Windows

    1. Go to File > Options > Mail > Signatures (or, in a new message, Message > Signature > Signatures).
    2. In the E-mail account drop-down box, choose the account: each account can have its own signature.
    3. Under Select signature to edit, choose New, name the signature and paste it into the Edit signature box.
    4. Under Choose default signature, select it in New messages and, if you wish, in Replies/forwards, then OK.

    Outlook for Mac

    1. On the Outlook menu, select Settings, then Signatures under Mail.
    2. Select the + button, type a name and paste the signature into the Signature editor.
    3. Under Set default signature, choose the account, then set For new messages and For replies or forwards. Repeat for each account.

    Microsoft says support for legacy Outlook for Mac ends in October 2026: if your menus look different, update Outlook.

    Outlook for iPhone, iPad and Android

    The app has its own signature, unrelated to the desktop one: by default it adds Get Outlook for iOS or Get Outlook for Android to your messages. Replace it in the app's Settings, under Signature. The editor is built for plain text, so type a short version with your name, job title and phone number, the one the Compact layout shows.

    Classic Outlook: adding the signature with the .htm file

    The Download .htm file button saves the signature as a standalone UTF-8 HTML page with the same code as the copy. It helps when copy and paste loses the formatting, or to install the same signature on several PCs. Classic Outlook keeps signatures stored on this device in a local folder of your Windows profile, which you open by typing %APPDATA%\Microsoft\Signatures in the File Explorer address bar.

    1. Close classic Outlook.
    2. Copy the downloaded .htm file into that folder; its name becomes the signature's name.
    3. Reopen Outlook, then the Signatures window: the signature is in the list.
    4. Set it as your default signature, as above.

    Microsoft's article does not describe this method and recommends pasting into the editor; it only works for classic Outlook. If the folder does not exist, create any signature in Outlook first and it will appear.

    Blocked pictures, replies and French business details

    Blocked pictures. Classic Outlook does not download internet pictures automatically by default: a new contact only sees your logo after clicking to download pictures or adding you to their safe senders. That is why your name, phone and email are real text in the generated signature.

    A shorter signature for replies. Create the full signature, then a second one with the Compact layout, and assign it to replies so a long thread does not repeat your full block ten times. If your business is registered in France, the Legal line field holds the SIREN and EI details French rules expect; the email signature generator page explains them, and the Gmail signature page covers Gmail.

    Frequently asked questions

    I created my signature in classic Outlook but it is missing from the open message, why?

    That is how it works: Microsoft says classic Outlook does not add a new signature to the message you opened to create it. Add it by hand to that one message with the Signature button on the Message tab. Every later message gets it automatically if you chose it under New messages and Replies/forwards in the Signatures window.

    My Outlook has no File menu, which steps should I follow?

    Without a File menu you are on new Outlook for Windows or Outlook on the web: the signature lives under Settings (gear icon), Accounts, Signatures. The File, Options, Mail, Signatures path belongs to classic Outlook, the desktop app that comes with Microsoft 365, Outlook 2021 or 2024. On a Mac, use the Outlook menu, then Settings, then Signatures under Mail.

    Why does the Outlook app on my phone still say Get Outlook for iOS?

    Because the mobile app keeps its own signature, separate from the desktop one, and that line is its default. Open the app's Settings, tap Signature and replace the text with a short version: name, job title and phone number. The Compact layout of this generator gives exactly those lines to retype. The same applies on Android, where the default reads Get Outlook for Android.

    Why does my logo arrive as an attachment for some people?

    Microsoft notes that VML tags in a signature can make elements show up as attachments instead of inline pictures. The code from this generator contains none: the logo is loaded from its https address. If the problem persists, check that the image address is public and does not point to a file on your own computer or an intranet server.

    The .htm file opens in my browser instead of Outlook, is that normal?

    Yes: it is a web page, so double-clicking opens it in the browser. Do not open it; copy it into the %APPDATA%\Microsoft\Signatures folder while classic Outlook is closed. When Outlook restarts, the signature appears in the Signatures window under the file's name. New Outlook and Outlook on the web do not read that folder: paste the copied signature there instead.

    Sources

    More tools: email signature and business card