New Outlook and Outlook on the web
Copy from Sign Pulsar
Open the paid Studio, choose your final desktop or mobile-safe layout, and use Copy & install to copy the rich signature.
Open the signature editor
In New Outlook or Outlook on the web, open Settings, choose Accounts, then Signatures. Select the email account that should use the signature.
Add and paste
Choose Add signature, give it a clear name such as Sign Pulsar — Full, then paste into the editor and save.
Set both defaults
Choose whether the signature appears on new messages and on replies or forwards. A shorter reply signature can reduce repetition in long threads.
Test the exact account
Compose from the account you configured, send to another inbox, click every link, and inspect both a new message and a reply.
Using classic Outlook for Windows?
Open a new email, choose Message → Signature → Signatures, select New, paste into Edit signature, then choose the email account plus the New messages and Replies/forwards defaults. Microsoft notes that the message already open may need the new signature inserted manually.
Example: full signature for new mail, compact for replies
Aisha Patel, MS, PMP saves a photo-and-logo version for new client messages and a compact name, title, phone, and website version for replies. Both examples use fictional LumenWorks details, and both are tested from the correct sending account.
Outlook checks worth making
- Confirm which Outlook version you are using before following a menu path
- Choose defaults separately for new messages and replies/forwards
- If you use multiple accounts, select the right account before saving
- Test in both Outlook and a non-Outlook inbox to catch formatting differences
Accuracy and privacy note
Microsoft says signatures may need to be created separately across some Outlook products or devices. Sign Pulsar provides copy-ready HTML; it cannot control Microsoft account sync or an administrator's mail policy.
Maintained sources: Microsoft's current Outlook signature instructions
Why do I see different Outlook instructions elsewhere?
New Outlook, classic Outlook, Outlook on the web, and Outlook for Mac use different menus. Start by identifying your version, then use Microsoft's maintained instructions linked above.
Why is my signature missing from replies?
New-message and reply/forward defaults are separate. Return to the signature settings for the correct account and choose the saved signature for replies and forwards.
Will Outlook preserve every font and layout?
Not always. Outlook versions use different rendering engines, and organizational policies can remove images or formatting. Send a test and use the mobile-safe Sign Pulsar preview when broad compatibility matters.
Build the signature before you open Outlook.
Preview the layouts, activate Pro to personalize, then copy the finished signature and return to this Outlook checklist.
Get Pro — $14.99/month