⏱ Estimated time: 5 minutes · Works with Outlook 2019, Outlook 365 (Windows + Mac), and Outlook Web
Before You Start
SigCraft generates email-client-proof HTML that works in Outlook — but Outlook uses Microsoft Word's rendering engine, so installation steps differ from Gmail. Make sure you are using Outlook 2019 or later for the best results.
Step 1: Create Your Signature with SigCraft
Go to the SigCraft signature builder and create your signature. Use the AI input to describe yourself, or fill in the form manually. Choose a template, set your brand color, and upload an avatar. The live preview shows exactly what your signature will look like.
Step 2: Copy the Signature HTML
Click the "Copy HTML" button in the SigCraft builder. This copies the compiled HTML to your clipboard. For desktop Outlook, you will paste this into a new email first to preserve formatting.
Step 3: Open Outlook Signature Settings
Outlook 2019 / 365 (Windows):
- Open Outlook and click File in the top-left corner.
- Click Options at the bottom of the left sidebar.
- In the Outlook Options window, click Mail.
- Click the Signatures... button.
Outlook on the web: See our Outlook Web guide for browser-based setup.
⚠ Important: On Windows Outlook, pasting HTML directly into the signature editor often strips formatting. Paste into a new email first, select all, copy, then paste into the signature editor.
Step 4: Paste the Signature
Windows Outlook (recommended):
- Open a new email in Outlook.
- Click inside the email body and press Ctrl+V to paste the signature HTML.
- Select all the pasted content (Ctrl+A) and copy it (Ctrl+C).
- Go to the signature editor (File > Options > Mail > Signatures).
- Click New, name your signature, then paste (Ctrl+V) into the editor.
Step 5: Set Default Signature
In the Signatures and Stationery window, choose your new signature for "New messages" and "Replies/forwards" from the dropdown menus. Click OK.
Step 6: Test Your Signature
Create a new email to see your signature in action. Send a test message to yourself to verify the signature renders correctly. If images are blocked, click "Click here to download pictures" — this is normal Outlook behavior.
Troubleshooting
Signature appears as plain text
Outlook's signature editor strips HTML when pasting directly. Paste into a new email first, then copy from there and paste into the signature editor.
Images blocked or missing
Outlook blocks external images by default. Recipients see "Click here to download pictures." This is normal for all HTML signatures. Your avatar and social icons are hosted on Cloudflare R2 and will load once approved.
Signature looks different in Outlook vs browser
Outlook uses Microsoft Word's rendering engine, which handles CSS differently than web browsers. SigCraft generates table-based HTML specifically tested for Outlook compatibility.
Colors are wrong in Outlook
Some versions of Outlook apply a default dark blue color to links. SigCraft sets explicit link colors with inline styles, but Outlook may override these. This is a known Outlook limitation.
Frequently Asked Questions
Why does my signature look different in Outlook than in the preview?
Outlook uses Microsoft Word's rendering engine, which handles HTML differently than web browsers. SigCraft generates email-client-proof HTML with table-based layouts and inline styles specifically for Outlook compatibility.
How do I paste HTML as a signature instead of plain text?
Paste the signature into a new email body first, select all, copy, then paste into the signature editor. This preserves formatting better than pasting HTML directly into the signature settings dialog.
My images are blocked in Outlook — what do I do?
Outlook blocks external images by default. Recipients can click "Click here to download pictures" to see your signature images. This is normal and affects all HTML signatures, not just SigCraft ones.
Can I use my SigCraft signature in Outlook for Mac?
Yes. Outlook for Mac uses a different editor than Windows. You can paste the compiled HTML directly into the signature editor. Make sure to select HTML format from the Edit menu.
Why are the fonts different in Outlook?
Outlook only renders system fonts (Arial, Verdana, Times New Roman, etc.). SigCraft uses web-safe fonts exclusively, so your signature will use the closest available system font on the recipient's device.