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You have a signature with a logo, links and social icons, but Outlook's signature editor will not accept HTML code. Pasting the design often breaks the layout or strips the links.
Outlook stores each signature as files in a hidden folder on your computer, including an HTML file. The workaround is to create a signature with placeholder text in Outlook, open its HTML file in Notepad, and replace the placeholder with your own HTML code. After a restart, Outlook shows the full signature.
What you need
- The Outlook desktop app on Windows
- The HTML code for your email signature
Step by step
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01
Open the Signatures window
In Outlook, click New Email, click Signature and select Signatures. You can also go to File, Options, Mail and click Signatures.
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02
Create a placeholder signature
Click New, give the signature a name and click OK. In the signature body, type some placeholder text that you will replace later, then click Save.
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03
Copy your signature HTML
Copy the HTML code of your signature. If you only have a preview of it, open the preview in a browser, right-click the signature, choose View page source, select the code and copy it.
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Open the Signatures folder
In File Explorer, go to the C drive, open Users, then your username. Open AppData, then Roaming, then Microsoft, then Signatures.
AppData is hidden by default. If you do not see it, open File Explorer's options, go to the View tab, select Show hidden files, folders, and drives and click OK.
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Replace the placeholder with your HTML
Find the files for the signature you just created. Right-click the HTML file and open it with Notepad. Scroll to your placeholder text, select it, paste your HTML code over it and save the file.
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Restart Outlook and check the signature
Close and reopen Outlook, then create a new email. The HTML signature appears with working links.
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Set it as your default
Open the Signatures window again. Choose the signature for New messages and for Replies/forwards, then save.
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Switch between signatures
If you have more than one signature, click Signature in a new email and pick the one you want for that message.
Tips and common problems
- Outlook's own signature editor cannot take HTML code. Always edit the
.htmfile in the Signatures folder. - If you cannot see the AppData folder, turn on Show hidden files, folders, and drives in File Explorer.
- Open the HTML file with Notepad, not a browser or Word, so you edit the raw code.
- Restart Outlook after saving the file. The new signature does not show until you do.
Questions
How do I add an HTML signature to Outlook desktop?
Create a signature with placeholder text in Outlook, open its HTML file from C:\Users\<your username>\AppData\Roaming\Microsoft\Signatures in Notepad, replace the placeholder with your HTML code, save and restart Outlook.
Where are Outlook signatures stored on Windows?
In the Signatures folder under your user profile: C:\Users\<your username>\AppData\Roaming\Microsoft\Signatures. AppData is a hidden folder.
Why doesn't my HTML signature show up in Outlook?
Make sure you saved the HTML file in Notepad and then restarted Outlook. Outlook only reads the updated signature file when it starts.
