How to insert an image into your email signature

You can add a picture to your Outlook signature in a few clicks by opening the signature editor and inserting an image file from your computer. The picture appears at the bottom of every email you send, below your name and contact details. Outlook stores the image as part of your signature, so it will show up consistently whether you're using the desktop process, Outlook on the web, or mobile.

The steps differ slightly depending on whether you use Outlook desktop (the process installed on your computer) or Outlook on the web (the version you access through a browser). Both methods take about five minutes if you already have your image file ready.

Key Takeaways

  • Desktop Outlook users open File > Options > Mail > Signatures, then click in the signature box and use Insert > Pictures to add an image.
  • Outlook on the web users access Settings > Mail > Signatures and paste the image directly into the signature editor.
  • Keep your image small — around 100 to 200 pixels wide — so it doesn't make your emails look oversized or take longer to load.
  • The image file must already exist on your computer or be accessible online; you cannot take a new photo directly from within Outlook.
  • Once you save your signature with the image, it appears automatically on all new emails unless you manually remove it.

Adding a picture in Outlook desktop

Open Outlook on your computer and go to File in the top-left corner. Click File, then select Options from the menu that appears. In the Options window, click Mail on the left side, then look for the Signatures button and click it.

You will see a list of your existing signatures (or a blank area if you have none). Click in the text box under "Edit signature" where your signature text appears. Position your cursor where you want the image to sit — usually at the end, after your name and phone number. Go to the Insert tab at the top of the window and click Pictures. A file browser will open; navigate to the image file on your computer and click Open.

The image will appear in your signature box. You can resize it by clicking and dragging the corners, or delete it by clicking it once and pressing Delete. When you are satisfied, click OK at the bottom of the Signatures window, then click OK again to close Options. Your signature with the image is now saved and will appear on new emails.

Adding a picture in Outlook on the web

Log into Outlook at outlook.office.com or outlook.live.com. Click the gear icon in the top-right corner and select Settings from the dropdown menu. On the left side, click Mail, then click Signatures.

In the signature editor box, click where you want the image to appear. You cannot insert a picture directly through a button in Outlook on the web, so you will need to upload the image to your computer's clipboard first. Open your image file in any program (such as Photos or Preview), copy it (Ctrl+C on Windows, Command+C on Mac), then return to Outlook and paste it (Ctrl+V or Command+V) into the signature box.

The image will appear in your signature. Resize it if needed by clicking and dragging the corners. Click Save at the bottom of the page. Your signature with the image is now active on all new emails sent from Outlook on the web.

Choosing the right image size and format

The best images for email signatures are small and straightforward. A width of 100 to 200 pixels works well — this is roughly the width of a business card. If your image is much larger, it will make your emails look awkward and may slow down delivery to recipients with slow internet connections.

Outlook accepts most common image formats: JPG, PNG, GIF, and BMP. PNG is often the best choice because it keeps file size small while preserving image quality. If you have a logo or headshot, make sure it is already cropped and sized before you insert it; resizing within Outlook can make the image look blurry.

You can also add a border or adjust brightness and contrast after inserting the image. Right-click the image in your signature and look for formatting options, though these vary between Outlook desktop and Outlook on the web.

Troubleshooting images that don't appear

If your signature image shows up in Outlook but disappears when recipients receive your email, the image may be stored as a link rather than embedded in the message. This happens most often in Outlook on the web. To fix this, read the image to your computer, then insert it using the desktop version of Outlook instead, which embeds images more reliably.

If the image appears broken or won't load in Outlook itself, check that the file still exists in its original location. If you moved or deleted the image file after adding it to your signature, Outlook cannot display it. Move the image back to its original folder or re-insert it from its new location.

On mobile devices, signatures with images may not display correctly depending on your email app. Test by sending yourself an email and opening it on your phone to see how it looks. Some mobile apps strip out images from signatures automatically.

Managing multiple signatures with images

You can create more than one signature in Outlook — for example, a formal signature with your company logo for business emails and a casual signature for personal messages. Each signature can have its own image. In Outlook desktop, go back to File > Options > Mail > Signatures and click New to create another signature. Give it a name and add a different image the same way.

In Outlook on the web, you can create multiple signatures in the Signatures settings. When you compose a new email, a dropdown menu near the bottom lets you choose which signature to use. This is useful if you manage multiple email accounts or want different signatures for different purposes.

Frequently Asked Questions

Can I add a picture to a signature I already created?

Yes. Open your signature in the editor (File > Options > Mail > Signatures in desktop Outlook, or Settings > Mail > Signatures in Outlook on the web), click where you want the image, and insert it the same way you would for a new signature. Save when you are done.

What if my image file is on my phone or in the cloud?

read the image to your computer first, then insert it from your computer's file system. Outlook cannot directly access images stored only on your phone or in cloud storage without downloading them locally.

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

Yes, your signature with the image will appear at the bottom of replies and forwards unless you manually delete it. Some recipients may see it as a separate block at the end of the conversation thread.

Can I use an animated GIF in my signature?

Outlook will accept an animated GIF file, but most recipients will see only the first frame as a static image. Animation does not work reliably in email signatures across different email clients.

How do I remove the image from my signature?

Open your signature in the editor, click the image once to select it, and press Delete. Save your changes. The text of your signature will remain, but the image will be gone.