How to Create Outlook Email Signature

About this video

Presenter Elizabeth shows how to create an Outlook email signature in both the new Outlook desktop app and Outlook on the web. In desktop, she opens Settings via the gear icon (or File > Settings), goes to Accounts > Signatures > Add signature, names it, and types a simple block with name, company, position, website and phone number. She formats it with Word-like toolbar tools (bold, color, font, italics, underline), noting a typed full website address becomes a hyperlink automatically and that extra links such as ‘schedule a meeting’ can be inserted. Signatures can be set as defaults separately for new messages and for replies/forwards, edited with the pen icon, or deleted with the trash icon. She notes the new Outlook has fewer formatting options than the old version, though pictures can still be inserted and resized. For a more polished look, she has Microsoft Copilot generate a signature image from her photo and details (Canva is mentioned as an alternative), downloads it, inserts it in Outlook, and warns that an image signature can carry only one hyperlink — the whole image is linked. On the web the process is the same and desktop signatures carry over; she also adds a second, informal personal signature and shows inserting a non-default signature manually via Insert > Signature in a new message.

Key takeaways

• Create signatures in Settings > Accounts > Signatures > Add signature; you can have multiple named signatures in one account.
• Set defaults separately for new messages versus replies and forwards — or set no default and insert a signature manually per message.
• Typed full web addresses auto-hyperlink, and additional text links can be added with Insert Link.
• The new Outlook’s formatting is more limited than the old version’s; keep images small so they don’t add too much weight to emails.
• An image-based signature (e.g., made in Copilot or Canva) can only have one hyperlink, applied to the entire image.

Episode details: published February 4, 2026 · 8:54 long. Summary written by Self Growth Videos from the episode itself. Business results and any income figures mentioned are Kevin Stratvert’s own claims, shared for education — they are not typical or guaranteed.

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