Images don't show
If you see empty boxes instead of your logo or photo, the recipient's app may be blocking images. They appear once the recipient allows downloads. On your side, try copying and pasting the signature again.
GUIDE
How to add an email signature in Outlook
Every version of Outlook keeps its signature setting in a different place. This guide walks you through Windows, Mac, the web and mobile, and shows how to paste your signature without breaking it.
BEFORE YOU START
Get your signature from Zeyl
Start by designing your signature in the Zeyl signature studio. You will then copy it and paste it into Outlook. The app also includes step-by-step instructions for each email program.
If your team uses Microsoft 365, you can skip everything in this guide. Zeyl adds the signature on the server to every email sent through Exchange, no matter which Outlook version or phone someone uses. On Google Workspace, Zeyl writes the signature into each person's Gmail signature setting for you.
- 01
Open Use signature
When your signature is ready in Zeyl, click "Use signature".
- 02
Choose Yourself
Choose "Yourself" to add the signature to your own email app.
- 03
Copy the signature
Copy the signature and switch to Outlook. A copied signature is static: it does not update when your design or campaign changes, so you need to copy it again.
WINDOWS
New Outlook for Windows
New Outlook looks almost the same as Outlook on the web. Signatures are stored with your account.
- 01
Open Settings
Select the gear icon at the top right to open Settings.
- 02
Go to Accounts > Signatures
Select Accounts, then Signatures. If you have more than one account, pick the one the signature belongs to.
- 03
Add a signature
Select Add signature, give it a name and paste the signature you copied from Zeyl into the editing box.
- 04
Pick defaults and save
Use the checkboxes at the bottom to add the signature automatically to new messages and to replies and forwards, then select Save.
WINDOWS
Classic Outlook for Windows
Classic Outlook stores signatures locally on the computer. If you want the same signature on another PC, you need to add it there too.
- 01
Open the Signatures window
Open a new email, then on the Message menu select Signature > Signatures. You can also get there from File > Options > Mail > Signatures.
- 02
Choose the account
In the E-mail account drop-down, choose the account the signature is for.
- 03
Create a new signature
Under Select signature to edit, choose New, type a name and paste your signature into the Edit signature box.
- 04
Set the default signature
Under Choose default signature, pick your signature for New messages and for Replies/forwards, then choose OK.
- The message you already have open will not get the signature automatically. Insert it from Signature on the Message menu.
Have your signature ready in minutes.
Open a free account; connect Microsoft 365 or Google Workspace for your team.
MAC
Outlook for Mac
- 01
Open Signatures
On the Outlook menu at the top of the screen, select Settings, then under Mail select Signatures.
- 02
Add the signature
Select the plus button to add a new signature, name it and paste your signature into the signature editor.
- 03
Set the default for each account
Under Set default signature, choose the account and set For new messages and For replies or forwards, then close the window. Each account needs its own default.
WEB
Outlook on the web (outlook.com and Microsoft 365)
In the browser, the signature setting is in the same place as in new Outlook. A signature you add on the web does not carry over to classic Outlook on your desktop.
- 01
Open Settings
Select the gear icon at the top right of the page.
- 02
Select Accounts > Signatures
Select Add signature, name it and paste the signature into the editing box.
- 03
Save
Check the boxes for new messages and replies, then select Save. To insert a signature by hand, use Signature on the Message tab of a new email.
MOBILE
Outlook mobile (iPhone and Android)
The Outlook mobile app does not use your desktop signature; it keeps its own. Formatting options are limited, so images and layout from a designed signature may not survive pasting.
- 01
Open Settings
Tap your profile icon at the top left, then tap the settings icon.
- 02
Tap Signature
Under Mail, tap Signature.
- 03
Enter your signature
Type or paste your signature. With more than one account, turn on Per Account Signature and enter a signature for each account.
TROUBLESHOOTING
If your signature doesn't look right
Formatting is lost
If alignment shifts after pasting, delete the signature and paste it again. In classic Outlook, a message set to plain text turns the signature into plain text too, so switch the message format to HTML.
No signature on replies
The replies and forwards option may be empty. Go back to the default signature settings and choose your signature for replies as well.
Logo disappears in dark mode
Outlook can invert colors in dark mode, which can make dark logos on transparent backgrounds hard to see. Check your signature in both modes with the day and night preview in the Zeyl studio.
Frequently asked questions
Can I use more than one signature in Outlook?
Yes. New Outlook, classic Outlook and Outlook for Mac let you create several signatures and choose different defaults for new messages and replies. While writing, you can switch to another one from the Signature button.
Why is my web signature missing on my desktop?
Classic Outlook stores signatures locally on the computer, so a signature added in Outlook on the web or new Outlook does not appear there. You need to add it to each app separately.
Does Outlook on my phone use my desktop signature?
No. The Outlook mobile app has its own signature setting with limited formatting. If you want everyone on your team to send the same signature from their phones too, a server-side signature for Microsoft 365 is the most reliable way.
Do I have to add a signature for everyone on my team one by one?
Not on Microsoft 365. Zeyl adds the signature on the server, so nobody has to change anything in Outlook. Details sync from your Entra ID directory and new employees are included automatically.
Will the signature I copied from Zeyl update by itself?
No. A copied signature is static. If you change the design or the banner, copy the signature again and paste it into Outlook.
Do I need an Outlook add-in for Zeyl?
No. For personal use you copy and paste the signature. On Microsoft 365 the signature is added on the server, so there is no add-in, agent or user setting.
Why does my signature appear below the quoted text on replies?
It probably doesn't. Outlook places the signature right under what you type in a reply, and the earlier quoted message sits below it. If there is no signature at all, the default may only be set for new messages, so choose it for replies and forwards as well.
Can I add a banner or social icons to my Outlook signature?
Yes. Add the banner and social icons to your signature in Zeyl and copy them together. A copied banner is fixed, though, so when you change the campaign you need to paste the signature again. On Microsoft 365, campaigns change on the server by team and date.
Related pages
Microsoft 365 signatures
Zeyl adds your company signature on the server to every email sent through Exchange Online. Nobody on your team has to install or configure anything.
Read more →
Add a signature on mobile
Mobile email apps keep their signature separate from the desktop, and most accept text only. This guide covers four common apps and the reliable way to send a full signature from phones too.
Read more →
Signature generator
Design your signature in the Zeyl studio in a few minutes, copy it as HTML or download it, and add it to the mail app you use. The Personal plan is free.
Read more →Let every e-mail carry your brand.
Design it in minutes, publish it to your team.