how to set up a signature with images in outlook on mac

G Ward 0 Reputation points
2026-08-26T04:56:49.32+00:00

Hello,

I have noticed that my signatures are all out of proportion and if I try and set it up again I get this small width window to work in - this is new and is there a way to stop that happening?

I have created signatures for clients and this is causing a lot of issues as I can't edit them or update them at all.

I can see posts from a few years ago but is there anyone that can give me a proper update now AUGUST 2026.

To be clear, I want to create a signature with images and text and links and I don't want them to be distorted and have lots of extra space added to the copy.

thank you

Geraldine

Outlook | MacOS | New Outlook for Mac | For business
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  1. AI answer

    2026-08-26T04:57:06.3133333+00:00

    For Outlook for Mac, a signature can include text, pictures, and hyperlinks.

    To create or rebuild it in current Outlook for Mac:

    1. In Outlook, select Outlook > Settings.
    2. Under Mail, select Signatures.
    3. Select Standard and rename it, or select + to add a new signature.
    4. Enter a signature name.
    5. In the signature editor, add the content:
      • Type the text.
      • Use formatting for font, size, color, and highlighting.
      • Use See more items ... to add a photo, logo, or picture.
      • Use Link to add hyperlinks.
      • A table can also be inserted.
    6. Close the Signatures window when finished.

    To make it apply automatically:

    1. Select Outlook > Settings > Signatures.
    2. Under Choose which signature appears, select the mail account.
    3. Set For new messages to the signature.
    4. Set For replies or forwards if needed.

    To insert it manually into a message or calendar invite:

    1. Click in the message body.
    2. On the Ribbon, select Signature.
    3. Choose the signature from the list. If needed, select See more items ....

    For the formatting problems described:

    • Recreate the signature in Outlook for Mac instead of continuing to edit an older one.
    • If copied content brings in extra spacing, paste the content into a plain text editor first to remove hidden formatting, then paste it back into the Outlook signature editor and reapply formatting.
    • When rebuilding line breaks, use Shift+Enter for a soft return to reduce unwanted paragraph spacing.
    • If a custom-coded signature looks correct in Outlook on the web but not in Outlook for Mac, the supported workaround in the available guidance is to copy the fully rendered signature and paste it directly into Outlook > Settings > Signatures.
    • For more reliable layout with images and links, use a simple structure such as tables and inline formatting before pasting into Outlook for Mac.

    If the issue is specifically that the editor area is now narrow, the available documentation does not provide a setting to change the signature editor width. The supported path in the available guidance is to rebuild the signature cleanly and paste in fully rendered content if needed.

    AI-generated content may be incorrect. Read our transparency notes for more information.

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  2. G Ward 0 Reputation points
    2026-08-26T04:58:03.1833333+00:00

    honestly I don't want an ai answer

    please only humans answer

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  3. G Ward 0 Reputation points
    2026-08-26T05:27:12.21+00:00

    It appears I have put this in the wrong spot!!!!

    However if any tech people can assist please answer as the other support areas can't seem to. Thanks !!!

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  4. Darren Bruce 1,300 Reputation points Independent Advisor
    2026-08-26T05:48:13.97+00:00

    Dear @G Ward,

    Please understand that this forum is a public platform, and moderators will modify your question to cover your personal information in the description. Please notice to hide these personal or organization information next time you post error or some information to protect personal data. 
    As of August 2026, Outlook for Mac supports email signatures that contain text, images, logos, hyperlinks, and tables. Microsoft's official documentation confirms that you can add pictures and links directly from the signature editor in Outlook for Mac.

    For reference Create, insert, or change a signature in Outlook for Mac

    To investigate further, please provide:

    • Whether you are using New Outlook for Mac or Legacy Outlook for Mac?
    • Whether the issue affects newly created signatures, existing signatures, or both?

    In the meantime, here are some suggestions you can try:

    1/ Create the signature using a structured layout

    For signatures containing logos, contact information, and social media links, a table-based layout typically provides more consistent alignment than using spaces or multiple line breaks. This helps maintain the relationship between images and text when Outlook renders the signature.

    2/ Use correctly sized images before inserting them

    Prepare logos and other images at their intended display size before adding them to the signature. This can help reduce image scaling issues and preserve the desired proportions. Outlook allows images to be added directly within the signature editor.

    3/ Minimize formatting carried over from other applications

    If content is copied from Word, websites, or other email clients, hidden formatting may introduce additional spacing. Recreating the content directly in Outlook or pasting clean content before applying formatting can help avoid unwanted line spacing

    To be clear, here is steps to create a signature on Mac How To Add A Signature In Outlook On Mac

    NOTE: This link is shared by community members for your convenience. It points to a third-party site that is not managed or verified by Microsoft. I can’t guarantee the quality, safety, or suitability of any content or software found there. Please review carefully and make sure you understand any potential risks before using it.

    However, many Mac users have been reporting with New Outlook for Mac throughout 2026 that you can refer to:
    https://learn.microsoft.com/en-us/answers/questions/5875240/signature-formatting-issues-in-macos

    https://learn.microsoft.com/en-us/answers/questions/5896340/spacing-removed-from-outlook-for-mac-signature

    https://learn.microsoft.com/en-us/answers/questions/5856741/signature-not-allowing-use-of-images-mac-outlook

    I hope information above meet your expectations, feel free to reach out if you have any other questions.

    If the answer is helpful, please click "Yes". If you have extra questions about this answer, please click "Comment".   

    Note: Please follow the steps in the forum documentation to enable e-mail notifications if you want to receive the related email notification for this thread

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