What’s the best way to design an Outlook signature that adapts to both desktop and mobile views?

Amy Lockwood
Amy Lockwood
Co-Founder & Head of App and Web Design (15+ Years Experience)
Updated On: Feb 11, 2025
Outlook

Designing an Outlook signature that works well on both desktop and mobile is important for maintaining a professional appearance across devices. While true responsive design (adjusting layout dynamically based on screen size) isn’t supported in email signatures, there are strategies to ensure compatibility and good appearance across platforms.

What’s the best way to design an Outlook signature that adapts to both desktop and mobile views?

As a leading SaaS provider specializing in HTML email signatures for over 13 years, we’ve helped thousands of businesses create professional signatures that work seamlessly across devices. Outlook is one of the most widely used email clients, but designing a signature that maintains a polished appearance on both desktop and mobile comes with unique challenges.

Unlike websites, where responsive design allows elements to shift and resize fluidly, email signatures do not support true responsive layouts due to limited HTML and CSS support in Outlook and other email clients. However, with the right approach, you can create an Outlook signature that adapts effectively across different screen sizes without breaking or losing readability.

In this guide, we’ll cover the best strategies for designing an Outlook email signature that looks professional on both desktop and mobile—ensuring your branding remains consistent and your contact details stay easy to read, no matter where your email is opened.

Best Practices for Designing Outlook Signatures for Desktop and Mobile

1. Use Tables for Layouts

Outlook relies heavily on tables for consistent formatting since it doesn’t fully support modern CSS. Use tables to structure your signature and ensure alignment across devices.

  • Example:
  • ‍<table style="width: 100%; max-width: 600px; font-family: Arial, sans-serif; font-size: 14px; border-collapse: collapse;">
     <tr>
       <td>
         <strong>John Doe</strong><br>
         Software Engineer<br>
         <a href="mailto:john.doe@example.com">john.doe@example.com</a><br>
         +123 456 7890
       </td>
     </tr>
    </table>

2. Use Inline CSS

Outlook doesn’t support external or embedded CSS styles in email signatures. Instead, use inline styles for fonts, colors, and spacing.

  • Example:
  • ‍<p style="font-family: Arial, sans-serif; font-size: 14px; color: #333333; margin: 0;">
     Best regards,<br>
     John Doe
    </p>

3. Keep the Width Below 600px

  • Why? A maximum width of 600px ensures the signature displays properly on both desktop and mobile screens.
  • Use the max-width property in the table or images:
  • ‍<table style="width: 100%; max-width: 600px;">
     <!-- Content -->
    </table>

4. Avoid Complex or Responsive Layouts

  • True responsive designs (using media queries or flexbox) are not supported in email clients like Outlook.
  • Stick to simple layouts that naturally adjust without breaking.

5. Optimize Images

  • Use images with appropriate dimensions (e.g., 50–600px wide) and compress them for faster loading.
  • Host images on a reliable server (avoid embedding or attachments when possible).
  • <img src="https://example.com/logo.png" style="max-width: 300px; height: auto;" alt="Company Logo">

6. Use Web-Safe Fonts

  • Stick to fonts like Arial, Verdana, and Times New Roman to ensure consistent appearance across devices.

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7. Test Alignment and Spacing

  • Use padding and margin to control spacing between elements.
  • Test the signature across different devices to ensure elements don’t overlap or appear misaligned.

8. Simplify Content for Mobile Readability

  • Keep text concise and avoid overcrowding the signature.
  • Ensure links and icons are large enough to tap on mobile devices.

Example Outlook Signature (Desktop & Mobile Friendly)

‍<table style="width: 100%; max-width: 600px; font-family: Arial, sans-serif; font-size: 14px; border-collapse: collapse;">
 <tr>
   <td>
     <p style="margin: 0; font-size: 16px; font-weight: bold; color: #333333;">John Doe</p>
     <p style="margin: 0; color: #555555;">Software Engineer</p>
     <p style="margin: 0;">
       <a href="mailto:john.doe@example.com" style="color: #1A73E8; text-decoration: none;">john.doe@example.com</a><br>
       <a href="tel:+1234567890" style="color: #1A73E8; text-decoration: none;">+123 456 7890</a>
     </p>
     <p style="margin: 0;">
       <a href="https://www.example.com" style="color: #1A73E8; text-decoration: none;">www.example.com</a>
     </p>
   </td>
   <td style="text-align: right;">
     <img src="https://example.com/logo.png" style="max-width: 150px; height: auto;" alt="Company Logo">
   </td>
 </tr>
</table>

Testing Your Signature

  1. Send Test Emails:
    • Test the signature on desktop and mobile devices.
    • Use various email clients (e.g., Outlook, Gmail, Apple Mail) to check for consistency.
  2. Check for Scalability:
    • Ensure the content doesn’t overflow or become unreadable on smaller screens.

By following these guidelines, you can create an Outlook signature that looks professional and adapts well to both desktop and mobile views. Let me know if you need help customizing your signature!

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Designing an Outlook email signature that works well on both desktop and mobile requires a strategic approach, not responsive coding. Since true responsiveness is not supported in email signatures, the key to ensuring a great appearance across devices is using scalable elements, properly sized fonts, and mobile-friendly layouts that adapt naturally to smaller screens.

By following best practices like using table-based layouts, keeping images optimized, and ensuring font sizes remain legible, you can create a signature that looks polished and professional, no matter the device.

At Email Signature Rescue, we specialize in designing and testing professional HTML email signatures across 60+ email clients, including Outlook on desktop and mobile. Our pre-tested templates and easy-to-use editor ensure your signature is optimized for the best possible display across all platforms, without the need for manual adjustments.

Amy Lockwood is the Co-Founder of Email Signature Rescue with over a decade of experience in HTML email signatures for 60+ email clients, apps and CRM software including Outlook, Gmail, Apple Mail. She is the Head Designer of the Email Signature Rescue apps and website.

📩 Need help with your HTML email signatures? Contact Amy at emailsignaturerescue.com.

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