How to insert an image into your Outlook signature

You can add a picture to your Outlook signature in a few steps. The process differs slightly depending on whether you use Outlook on the web, Outlook desktop, or Outlook on your phone, but all three let you upload an image file and position it in your signature block.

The image stays with your signature and appears at the bottom of every email you send from that account. You can use a logo, headshot, company seal, or any other picture file you have saved on your device.

Key Takeaways

  • Outlook on the web requires you to open Settings, find Signatures under Mail, and use the image button in the signature editor to upload your picture.
  • Outlook desktop (Windows and Mac) stores signatures in File > Options > Mail > Signatures, where you can insert an image using the Insert menu.
  • Your image file must already exist on your computer or phone — you cannot take a new photo directly from the signature editor.
  • Image size matters: very large files can slow down email sending, and very wide images may not display properly on mobile phones.
  • Once you add a picture to a signature, it becomes part of that signature and appears in every email unless you manually remove it.

Adding a picture in Outlook on the web

Open Outlook in your web browser and select the gear icon in the top right corner. Choose View all Outlook settings, then select Mail from the left sidebar. Click Signatures to open the signature editor.

Click inside the text box where your signature appears. Position your cursor where you want the image to go — usually at the top or bottom of your signature text. Look for the Insert image button (it looks like a small picture frame or mountain icon) in the toolbar above the text box. Click it, then browse your computer to find and select the image file you want to use.

Once the image uploads, you can resize it by clicking and dragging the corners. Outlook will automatically save your signature when you close the settings page. The next email you compose will show the updated signature with your picture included.

Adding a picture in Outlook desktop (Windows)

Open Outlook and go to File in the top left corner. Select Options, then choose Mail from the left sidebar. Click Signatures to open the signature management window.

Select the signature you want to edit from the list, or create a new one by clicking New. In the signature editor box, click where you want the image to appear. Go to the Insert tab at the top of the window, then click Pictures. Navigate to your image file on your computer and select it.

The image will appear in your signature. You can click on it to resize it using the handles around the edges. When you are finished, click OK to save your changes. Outlook will use this signature for new emails going forward.

Adding a picture in Outlook desktop (Mac)

Open Outlook and click Outlook in the menu bar at the top. Select Preferences, then find Signatures in the window that opens. Choose the email account you want to edit from the left side.

Click the signature you want to modify, or click the plus sign to create a new one. In the signature text box, position your cursor where the image should go. Click the Insert menu at the top of your screen, then select Picture. Choose your image file and click Insert.

Resize the image if needed by clicking and dragging its corners. Close the Preferences window when you are done. Your signature with the picture will now appear on emails you send from this account.

Choosing the right image file and size

Use image files in common formats: JPG, PNG, or GIF work best. Avoid very large files — anything over 500 KB can slow down email sending. A good rule is to keep images under 200 KB whenever possible.

For width, keep your image under 600 pixels wide so it displays properly on phones and tablets. If your image is much wider than that, some email clients will shrink it or cut it off. Test your signature by sending yourself an email and viewing it on your phone to see how it looks.

If you are adding a company logo or headshot, make sure you have permission to use it. Some organizations have brand guidelines about how their logos can appear in signatures, so check with your company before finalizing the image.

Troubleshooting images that do not appear

If your picture shows as a broken image or does not appear at all, the file may have been moved or deleted from your computer. Outlook stores a copy of the image with your signature, but if the original file location changes, some versions of Outlook may lose the link. To fix this, delete the image from your signature and re-insert it using the steps above.

If you are using Outlook on the web and the image still will not show, try a different image format. Some older browsers have trouble with certain file types. PNG and JPG are the most reliable choices.

On mobile Outlook apps, images in signatures may not display the same way they do on desktop. Test by sending an email to yourself and opening it on your phone. If the image looks wrong, you may need to resize it or reposition it in the desktop version of Outlook.

Removing or changing your signature image

To remove the picture from your signature, open your signature settings using the steps for your version of Outlook (web, Windows, or Mac). Click on the image in the signature editor and press Delete or Backspace. Save your changes.

To swap one image for another, click on the current image and delete it, then insert a new one using the Insert Image button. You can also right-click the image in some versions of Outlook to see options for replacing it directly.

Frequently Asked Questions

Can I add multiple pictures to one signature?

Yes. Insert the first image, then position your cursor elsewhere in the signature text box and insert another. You can arrange them vertically or horizontally. Keep in mind that multiple images make your signature larger, which can affect how it displays on mobile devices.

Will the image appear in emails I forward or reply to?

Yes. Your signature, including the image, appears on all new emails you compose. When you reply to or forward an existing email, Outlook adds your signature at the bottom, so the image will be there too.

What if my company uses Outlook on a shared computer?

Each user account on that computer can have its own signature with its own image. When you log into Outlook with your account, your signature appears. When someone else logs in, their signature appears instead. Images are stored separately for each account.

Can I use a picture from the internet in my signature?

You can, but it is better to download the image to your computer first, then insert it from there. If you link directly to an image on a website, the link may break later, and your signature will show a broken image icon instead.

Does adding an image to my signature make emails larger?

Yes, slightly. The image file size is included in every email you send. This is usually not a problem unless your image is very large or your email account has strict size limits. Keeping images under 200 KB minimizes the impact.