Microsoft Outlook HTML email signature installation guide

Microsoft Outlook is one of the most popular email clients in the world. If you use Outlook to send and receive emails, you can also use it to display your email signature created with Mirosign. This guide will help you install an HTML email signature properly in Microsoft Outlook. Make sure you have your new signature ready and ensure you follow each step carefully.

New Outlook

Please note if you have switched to New Outlook – please use the instructions for the New Outlook

Step 1 — Create your signature

Create your email signature in

Step 2 — Add a new blank signature in Microsoft Outlook

Open Microsoft Outlook, Click on the File tab:

Then when this screen opens, Click on “Options” in the sidebar:

When you have the main options panel open, navigate to the second option in the sidebar, Click on the “Mail” tab. When in this tab, click on the Signatures button.

A new window will open with your existing signatures (if any).

Click on the New button to create a new signature

Give your new signature a name of ‘ signature’ and click OK

Select the correct E-mail account and ensure your new signature is selected in the New messages and Replies/forwards dropdowns.

Do not worry about editing the content of the signature as we will be replacing this with our own.

Click OK in the bottom of the panel to save. This should return you to the Mail options page.

Step 3 — Navigate to the signature folder

You now need to go to the folder where the HTML files are stored for your signatures. Do this by clicking the Signatures button WHILE holding the Ctrl key on your keyboard.

If this works you should be in Windows File Explorer in the correct signatures folder and you can skip the next step.

(Optional) — If the Ctrl + click method above didn’t work

If this didn’t work, you will have to navigate manually in File Explorer to this location:


You’ll have to ensure you show hidden files to do this.

You should now be in this folder:

Step 4 — Close Microsoft Outlook

Leave the above window open and return briefly to Outlook.

Quit Microsoft Outlook now by either going to File > Exit or by clicking the close button (×) on the top right of your window. Don’t overlook this as it is important for future steps.

Step 5 — Open signature file

Return to File Explorer and find the .htm file with the same name as your new signature. Make sure you open the one with the correct file extension. If you don’t have file extensions showing like the screen below you should be able to see something like ‘HTML document’ or ‘Chrome HTML document’ in the Type column.

Ignore the .rtf ‘Rich text format’ file or the .txt ‘Text Document’ files.

Right click this file, hover over Open with and click on Notepad:

If you don’t see Notepad as an option, you will have to click Choose another app and manually choose this from a list.

You should now have the file open in Notepad:

Step 6 — Replace file contents

You’ll need your new email signature HTML for this step. This will either be provided by us or by using our email generator.

Go back to your browser to and copy the HTML code by clicking the yellow
Copy HTML’ button:

Once you have the HTML code copied, head back to Notepad where you should have your signature file open.

Select everything in the file manually or by clicking Ctrl+A:

Delete all of this by pressing either the ‘← Backspace’ or the ‘DEL’ key on your keyboard so that you file is now empty.

Now, Paste your new HTML code into this file by selecting Edit > Paste or by clicking CTRL+V on your keyboard. It should now look something like this:

Save this file by selecting Edit > Save or by clicking CTRL+S on your keyboard. Do not choose Save as or rename the file.

You can now close this file.

Your signature is now installed!

Reopen Microsoft Outlook and your new signature should be installed when you start composing a new email!

Here are some of the benefits of installing an email signature in Microsoft Outlook:

  • It saves you time. With an email signature, you no longer have to manually add your contact information to every email you send. This can save you a lot of time, especially if you send a lot of emails.
  • It promotes your brand. Your email signature is a great way to promote your brand. You can include your company logo, website address, and other contact information in your signature. This will help to raise awareness of your brand and attract new customers.
  • It makes you look more professional. A well-designed email signature can make you look more professional. It shows that you take the time to put together a professional appearance, which can make a good impression on your recipients.
  • It’s easy to do. Installing an email signature in Microsoft Outlook is easy. You can do it in just a few minutes by following the steps above.

Here are some tips for creating an effective email signature:

  • Keep it simple. Your email signature should be easy to read and understand. Use a clear font and font size, and avoid using too much text.
  • Use consistent branding. Your email signature should be consistent with your company’s branding. Use the same fonts, colors, and logos that you use on your website and other marketing materials.
  • Make it mobile-friendly. More and more people are using mobile devices to check their email. Make sure your email signature looks good on mobile devices.
  • Update it regularly. Your email signature should be updated regularly to reflect any changes to your contact information or company branding.

By following these tips, you can create an effective email signature that will help you save time, promote your brand, and look more professional.

Any further questions?

If you’re still having issues using Mirosign or we haven’t answered your question here, please get in touch and we can help you in person.

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