How to Add a Signature in Outlook, Apple Mail, and More

Learn how to add your professional email signature to all major email clients. Follow these step-by-step guides for Outlook, Apple Mail, Gmail, and more.

Why Set Up Your Email Signature?

  • Maintain consistent branding across all emails
  • Make it easy for contacts to reach you
  • Promote your business or services
  • Save time by not typing contact info repeatedly

Step-by-Step Guides

Gmail

  1. Open Gmail and click the gear icon (Settings)
  2. Go to the "General" tab
  3. Scroll down to "Signature" section
  4. Click "Create new" and paste your HTML signature
  5. Choose which account to use the signature for
  6. Click "Save Changes" at the bottom

Outlook (Desktop)

  1. Open Outlook and go to File > Options
  2. Click "Mail" in the left sidebar
  3. Click "Signatures..." button
  4. Click "New" to create a new signature
  5. Paste your HTML signature in the editor
  6. Set default signatures for new messages and replies
  7. Click "OK" to save

Apple Mail

  1. Open Apple Mail and go to Mail > Preferences
  2. Click the "Signatures" tab
  3. Select your email account on the left
  4. Click the "+" button to create a new signature
  5. Paste your HTML signature in the editor
  6. Check "Always match my default message font" if desired
  7. Close preferences to save

Outlook Web (OWA)

  1. Open Outlook Web and click the gear icon
  2. Go to "View all Outlook settings"
  3. Click "Mail" > "Compose and reply"
  4. Scroll down to "Email signature"
  5. Paste your HTML signature in the editor
  6. Click "Save" to apply changes

Troubleshooting Tips

  • If images don't display, ensure they're hosted online
  • Test your signature by sending yourself an email
  • Check that all links work correctly
  • Verify the signature looks good on mobile devices
  • Update your signature regularly with current information

Pro Tip

Use our Email Signature Generator to create a professional signature that works perfectly across all email clients.

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More Resources

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