How do I add an HTML email signature to Outlook on desktop or on the web?

Step 1: build and copy the signature

1. Open the Email signature builder, choose Arabic (RTL), English (LTR) or Both languages, and fill in your details.
2. Check the preview. If a field is wrong, the tool lists an error naming it under the form and builds nothing until it is fixed.
3. Press 'Copy as rich text'. The formatted signature goes on the clipboard, with a plain-text copy alongside it for programs that only take text.

A worked example from the tool itself: an English signature for Sara Alotaibi, Sales Manager at Al Waha, with +966 50 123 4567, sara@example.com and the Arial font, comes out as one table of 897 characters of HTML. The number becomes the call link tel:+966501234567, the address becomes a mailto link, and the tool's own inert check confirms there is no script or event attribute anywhere in it.

Step 2: find the signature editor in your Outlook

Microsoft ships more than one app called Outlook, each keeps signatures in a different menu, and the menus move with updates. So instead of memorising a path, open the settings of the Outlook you actually use and search for 'signature'. You are looking for a box where you name a new signature and paste its content.

• Classic Outlook for Windows: the signature editor sits in the program's mail options.
• New Outlook for Windows and Outlook on the web: signatures live in the account settings, usually under mail or compose.
• Outlook on a phone: the app has its own signature setting, separate from the computer, so check in its settings whether it keeps formatting or only accepts text.

Paste with Ctrl+V (Cmd+V on a Mac), give the signature a name, and if your version asks, choose whether it goes on new messages, replies or both. Then save.

What classic Outlook may change

Classic Outlook on Windows draws email with the Word engine, which ignores many styling rules and changes spacing. That is why the builder writes every style inline on each element and lays the signature out as a table: that approach survives better than anything else. Even so, expect the gap between the name and the contact lines, or the thin divider in the two-language layout, to come out slightly taller or shorter than in the preview.

With Arabic, older Outlook versions can also reorder numbers and symbols inside a line. The builder sets the direction on the table and on every line, and puts phone, email and website on their own left-to-right lines, so a mobile number never lands in the middle of an Arabic phrase. Send one test email to yourself and one to a colleague on Gmail, and compare the two before you rely on it.