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Markdown to Outlook guide

How to Build an Outlook Signature From Markdown

Write the signature in Markdown, convert it to inline-styled HTML, then paste the rich text into the Outlook signature editor. Keep it short and skip layout CSS.

Direct answer

The Outlook signature editor is a rich-text field, not a Markdown field and not an HTML source field. Write the signature in Markdown, convert it to inline-styled HTML, press Copy Rich, then paste into Settings > Mail > Compose and reply > Signature. Keep it to a few lines of bold text and links, because the signature is rendered by the same Word engine that ignores layout CSS.

Open Markdown to Outlook converter

Sending to Gmail, Apple Mail, or a newsletter tool as well? The Markdown to Email converter covers the general email case. This tool targets Outlook only.

When to use this

  • Your signature text lives in a notes file or a team Markdown template.
  • A pasted signature shows asterisks around your name or title.
  • You want the same signature wording across several accounts without retyping it.

Steps

  1. Write the signature in plain Markdown: name in bold, title and company as normal text, links in [label](url) form.
  2. Paste it into the converter and check the preview.
  3. Press Copy Rich.
  4. In Outlook open Settings > Mail > Compose and reply > Signature, or File > Options > Mail > Signatures in desktop.
  5. Paste into the signature box, save, and send yourself a test message.

Example conversion

Markdown input
**Alex Moreau**
Senior Solutions Architect, Northwind

- [alex@northwind.example](mailto:alex@northwind.example)
- [northwind.example](https://northwind.example)
- +1 555 0134
Outlook HTML output
<p style="font-family:Calibri,'Segoe UI',Arial,sans-serif;font-size:14px;line-height:1.5;color:#242424;margin:10px 0;"><strong>Alex Moreau</strong> Senior Solutions Architect, Northwind</p>
<ul style="font-family:Calibri,'Segoe UI',Arial,sans-serif;font-size:14px;line-height:1.5;color:#242424;margin:10px 0;padding-left:22px;"><li style="margin:4px 0;"><a href="mailto:alex@northwind.example" style="color:#0f6cbd;text-decoration:underline;">alex@northwind.example</a></li><li style="margin:4px 0;"><a href="https://northwind.example" style="color:#0f6cbd;text-decoration:underline;">northwind.example</a></li><li style="margin:4px 0;">+1 555 0134</li></ul>

Common mistakes

  • Do not paste HTML source into the signature box. It shows the tags as text.
  • Do not build a multi-column signature. Outlook desktop ignores flexbox, grid, and float layout.
  • Do not reference a local image file. Signature images need a hosted URL or Outlook's own image insert button.
  • Do not assume the desktop and web signatures sync. On many tenants each client stores its own copy, so paste it in both.

FAQ

Can I paste Markdown straight into the Outlook signature editor?
No. The signature editor is a rich-text field with no Markdown parsing, so the asterisks and brackets stay visible. Convert to HTML first and paste the rich-text result.
Does Outlook have an HTML view for signatures?
Not in the settings UI. Outlook desktop stores signature files as HTML on disk, so an advanced user can edit those files directly, but a rich-text paste is faster and works on the web client too.
Why did my signature lose its spacing after pasting?
Outlook normalises paragraph spacing in signatures and Word's engine ignores several margin rules. Keep the signature to three or four short lines and accept its default spacing rather than fighting it.
Can I include a table or a logo band?
A simple table works, and a hosted image works. Skip background images, rounded corners, and web fonts, because Word's engine drops all three.

Related Outlook guides

Markdown Paste in Outlook Desktop vs Outlook on the Web

Neither Outlook desktop nor Outlook on the web parses Markdown. They differ in what HTML survives the paste: desktop uses Word's engine, web uses a browser engine.

How to Send ChatGPT Output as an Outlook Email

ChatGPT writes in Markdown and Outlook never parses it, so a direct paste shows ** and ## in the compose window. Convert first, then paste as rich text.

How to Paste a Markdown Table Into Outlook

A pipe table pasted into Outlook stays a wall of pipes and dashes. Outlook needs a real HTML table with a border and padding inline on every cell.

Why Outlook Strips Your Formatting

Outlook removes formatting for two separate reasons: it never parses Markdown, and Word's HTML filter discards style blocks, CSS classes, and shorthand properties.