How to Add a Signature in Outlook on Mac in 2025

Would you like to create a brand new email signature on Outlook for Mac? Well, what more can I say, except that you've come to the right place?

To master the ancient art (well, not that ancient, but let me dream a little) of creating Outlook signatures on your beloved macOS, this is the place to be!

Follow the guide!

How to Create an Email Signature in Outlook on Mac

To start creating your signature in Outlook Mac, go to the "Outlook" menu in the upper left corner of your screen, then:

Once you are satisfied with the result, set this signature as the default template for your new messages or replies.

Adding Signature in Outlook Mac With Images and Logos

Integrating image elements into your Outlook signature can further enhance its impact. When you are in the editor, the toolbar offers a dedicated icon for images (🖼️). A single click gives you access to your local files. Just choose the file you want, and you're done!

Image Requirements and Best Practices

• Your logos and photos must comply with specific formats: PNG if you have a transparent background, JPG for photos/images without transparency.
• For photos, as for images, that are added to an email signature, we recommend not exceeding 200x200 pixels. This avoids making your signature too heavy (in terms of weight, but also from a visual point of view).

If necessary: imported images can be resized directly in the editor. Simply click on the small squares and adjust your image accordingly. Right-clicking on the image reveals additional options such as adding a link to your website or cropping.

Set the Location of Your Email Signature

The strategic position of your signature reinforces its professional impact. In the "Signatures" menu, choose whether your signature will appear in new messages and replies/forwards or only in one of these situations.

Edit and Update Your Email Signatures

Updating your signature is no rocket science, as the process is exactly the same as creating your signature! To review how to do this, click here!

Quick tip: to avoid losing everything when making future changes, create a backup copy of your current signature before making any major changes. This will allow you to easily revert to a previous version if necessary.

Insert HTML Code for an Advanced Signature

Integrating a custom HTML signature into Outlook Mac can be done in a few simple steps. Once you have created your HTML signature, open your HTML file in a web browser (by double-clicking on the file), select all the content with Command+A, then copy it with Command+C.

In Outlook, go to the signature settings, create a new entry and paste your signature into the editor. The visual rendering will be displayed automatically.

Manage Multiple Signatures for Different Accounts

If you have different roles, why not create different signatures depending on the recipient? A short signature for internal communications (to limit clutter in your emails), a full version with your contact details for prospects, or a translated signature for your international contacts.

The good news is that the smart signature selector remembers your preferences for each of your recipients. For example, when sending an email to a German customer, Outlook automatically suggests your German signature. This feature is particularly useful for sales teams managing multilingual customer portfolios.

Resolve Common Display Issues and Outlook Mac Signature Image Problem

Display issues on Outlook for Mac occur regularly when using signatures. An empty rectangle with a question mark sometimes replaces your signature in email replies. The solution is to check the HTML format of your messages.

Troubleshooting Signature Display Problems

• Is your signature too large or incorrectly formatted? Make sure that the format of your email signature is the correct size and that your images are no wider than 600 pixels. Outlook Mac does not automatically resize images larger than this.
• Image display issues: A handy tip is to restart the application when the layout becomes disorganized. In some cases, deleting the unused Outlook profile on your Mac resolves persistent synchronization issues.
• Format compatibility: For optimal results, use PNG or JPEG image formats, which are more stable than GIF on the Mac version.

How to Save/Back Up Your Signatures?

Simply creating a signature in Outlook saves it in your software for future use.

However, if you want to save your signature on your computer as a backup, you can choose to save it manually!

Here's how to do it:

1. Save/Export Your Signatures (Outlook Mac - New Version)

Since the redesign of Outlook Mac (around 2021/2022), signatures are stored in Outlook itself and not in easily accessible files.

So, to save your email signatures outside of Outlook, here's how you can do it:

1. Open Outlook.
2. Go to Outlook > Settings > Signatures.
3. You will see a list of your signatures.
4. Copy each signature into a text file (.txt or .rtf) to save them.

Quick tip: You can also send yourself an email with all your signatures pasted into it so you can easily retrieve them when needed.

2. Access System Files Directly (Older Version of Outlook Mac 2016/2019)

If you are using the old version of Outlook Mac, signatures are stored in a specific folder:

• Open Finder.
• Press Cmd + Shift + G to Go to Folder.
• Type:

~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data/Signatures

• You will find your signature files (in .html, .txt, etc. format).
• Copy these files to make a backup.

Manage Your Signatures Easily With Letsignit

To simplify the creation and management of your Outlook signatures, Letsignit offers a turnkey solution. In just a few clicks, you can deploy consistent signatures across all accounts in your organization, without any manual intervention from users. Whether you're on Mac, PC, iPhone, or Android, there's no need to manually save your creations, as everything is automatically stored in the secure cloud.

To learn more, click here!