How to make an email signature in Outlook
A good email signature makes every message look professional. Below, you'll create your signature image first (right here), then add it in Outlook in four steps. No add-ins, no account.
Create your signature image
Type your name and pick a style, then download the PNG. Already have one? Skip to step 2. For full options — drawing freehand, choosing colours, uploading a photo of a wet signature — open the Signature Maker.
Open Outlook signature settings
In the Outlook desktop app, go to File → Options → Mail → Signatures… On Outlook on the web, click the ⚙ gear → View all Outlook settings → Compose and reply.
The Signatures and Stationery window opens with your existing signatures listed on the left and a formatting toolbar above an empty editing box. On Outlook on the web, the editor appears inline under Email signature with its own bold, italic and image controls.
Insert your image and details
Click New, name the signature, then use the image icon to insert your PNG. Add your name, job title and company beneath the image so recipients can read your details as text too.
The image icon sits in the editor’s mini-toolbar, just right of the font and colour controls. After inserting, your PNG appears in the editing box — click it to drag the corner handles and resize, then type your name and title on the line below.
Set as default and test
Under Choose default signature, set it for New messages and Replies/forwards. Send yourself a test email to confirm the image displays correctly on desktop and mobile.
Frequently asked
No. This creates a signature image (PNG). It is perfect for documents and email, but it is not a qualified e-signature under eIDAS or the US ESIGN Act.
Yes. The menu path differs slightly, but both support inserting an image signature and setting it as the default for new messages and replies.
Download the transparent PNG (not the white-background version) from the Signature Maker, and make sure you insert it as an image rather than pasting it from a screenshot.