How to Set up and Use Email Signatures in Mail for Windows

Learn about workarounds for using HTML and images

Fingerprint on red key for a keyboard

pearleye/Getty Images

An email without a signature at its tail has not ended well. If you want to end your emails and end them well, Mail for Windows can help you. Its simple signature feature automatically adds a few lines of finishing text to any email you write, be it a new message, a reply or a forward.

How to Style Your Email Signature

When you style your email signature, keep one thing in mind: Keep it simple. A suitable signature may include:

  • A few lines of text, no more than four or five.
  • Simple text styling.
  • Only a few colors, or stay with black.
  • A small image or logo.

Add a Signature to Mail for Windows

If you have more than one email account set up in Mail for Windows, you can set up a separate signature for each or use the same one across your accounts. To change the default signature appended to emails in Mail for Windows 10:

  1. Open Mail for Windows.
  2. Select the Settings gear icon in the Mail for Windows lower left corner.
  3. Open the Signature section.
  4. Make sure Use an email signature is On.
  5. Enter the desired email signature in the text field. The default text set by Microsoft is Sent from Mail for Windows 10. Overwrite this text to change it.
  6. Click anywhere outside the Mail for Windows configuration pane to save the signature.

Mail for Windows automatically adds your signature to any email you compose. When you start a new message, the signature text appears at the bottom, and you enter the message above it.

Use Different Signatures for Your Email Accounts

Many people use more than one email account. To create a special signature for an email account in Mail for Windows 10:

  1. Use the Settings gear icon in Mail for Windows.
  2. Open the Signature category.
  3. Make sure Apply to all accounts is not checked.
  4. Select the account for which you want to change the email signature under Select an account.
  5. Make sure Use an email signature is On.
  6. Type or edit the account's specific email signature in the text field.
  7. Click outside the Mail for Windows signature configuration pane to save the change.

Can I Use HTML, Formatting, and Images in My Signature?

Mail for Windows 10 supports plain text signatures only. That means you can use text in your signature in practically any language including punctuation marks and emoji.

If you paste formatted text into the signature-editing field, Mail for Windows converts it to plain text only. Any formatting is lost.

Workarounds to Support HTML Signatures and Images

If you want to see and show more in your email signature than plain text alone can do, options are limited with Mail for Windows, but you have several options.

Use Plain Text Formatting in Your Mail for Windows Signature

You can turn the plain text itself into formatting for your signature. Deceptively simple, hinting at formatting with punctuation marks can be effective, and it fully conforms with both Mail for Windows and, possibly, some recipients' preference for plain text.

Plain text formatting you can add includes:

Formatting characters can be applied to phrases and lines in addition to applying them to individual words or parts of words.

Include Emoji Characters in Your Mail for Windows Email Signature

Emoji — graphical smileys and symbols — are another simple and effective way to spice up Mail for Windows 10's plain text email signatures.

Use the message editor in Mail for Windows to add emoji:

  1. Start a new message in Mail for Windows.
  2. Make sure the account whose signature you want to change — if you have signatures set up per account — is selected under From.
  3. Add emoji characters to the signature in the email as desired using automatic text replacement: :-) will collapse to a smiling face, :-D becomes a laughing smiley, and <3 turns into ❤️.
  4. Highlight the edited signature including the newly added emoji.
  5. Press Ctrl+C to copy it.
  6. Click the Settings gear icon in Mail for Windows.
  7. Open the Signature category.
  8. If you use different signatures for different accounts, choose the desired account under Select an account.
  9. Click on the signature entry field and highlight all the existing text by pressing Ctrl+A.
  10. Press Ctrl+V to paste the new signature text.
  11. Click or press back in the message composition pane.
  12. Choose Discard.
  13. If you are prompted, click Discard again under Discard draft?

You can also enter emoji characters directly using the Windows 10 on-screen keyboard:

  1. Click the Settings gear icon in Mail for Windows.
  2. Open the Signature category.
  3. Make sure the desired account is highlighted under Select an account.
  4. Click on the signature editing field and position the text entry cursor where you want the emoji character to appear.
  5. Select the Touch keyboard button in the Windows taskbar. If you do not see the Touch keyboard button, click in an empty area of the Windows taskbar with the right mouse button and select Show touch keyboard button from the menu that appears.
  6. Now click the emoji button in the touch keyboard that has shown.
  7. Find and click the desired emoji character to add it to your Mail for Windows 10 email signature.
  8. Click outside the Signature configuration pane to exit and save the change to your signature.

Copy and Paste Rich HTML Signatures Into Mail for Windows

For a full HTML signature experience in Mail for Windows 10, you can store your richly formatted signature outside Mail's signature options. To use that signature, you copy and paste it into emails.

Instead of Mail for Windows inserting your signature in every email you compose, you can paste the signature yourself with all the formatting you want. Compose the signature in an HTML editor on your computer or on the web and keep the signature either in the cloud or locally.

Use Mail for Windows as a Repository for One or More HTML Email Signatures

To use Mail for Windows as a repository for HTML signatures:

  1. Start with a new email message in Mail for Windows.
  2. Edit any signature already present or start fresh by pressing Ctrl+A followed by Del.
  3. Use the Mail for Windows formatting tools to style your email signature. Make sure the Format tab is enabled on the toolbar to apply formatting such as a bold font or text alignment to text.
  4. To add an image, make sure the tab is open in the message's formatting toolbar and select Pictures. Locate and highlight the image and press Insert.
  5. Type a desired name for the signature over Subject to identify the signature later.
  6. Enter your own email address under To.
  7. Click Send.
  8. Create a folder to hold your signatures:
    1. Open the All folders view and click the folder icon in the Mail for Windows navigation bar.
    2. Select + next to All folders to add a folder.
    3. Enter a name for the signatures folder and press Enter to save it.
  9. Open your email inbox in Mail for Windows.
  10. Open the message containing only the HTML signature that you just sent yourself.
  11. Click Move in the message's toolbar.
  1. Select your signatures folder under Move to.
  2. Go to your account's Sent Items folder.
  3. Highlight the signature email you sent yourself before.
  4. Click Delete in the toolbar.
  5. Typically, you want to make the signature folder easily accessible:
    1. Open All folders view as above.
    2. Click on the signatures folder you created before with the right mouse button.
    3. Select Add to Favorites from the context menu that appears.

To use your new HTML signature when you compose a new message or reply in Mail for Windows 10:

  1. Open the message — a new message, reply or forward — in a separate window. Click the Open message in a new window button in the composition window's header area.
  2. Back in the main Mail for Windows window, go to your signatures folder.
  3. Open the email that contains the signature you want to use.
  4. Highlight the signature you want to use.
  5. Press Ctrl+C to copy it.
  6. Switch to the email composition window.
  7. Press Ctrl+V to paste the signature.
  8. Now continue composing and addressing your email, reply or forward.
  9. Press Send or Ctrl+Enter.