Your email signature in Outlook is a professional handshake that travels with every message. Knowing how to change signature in outlook keeps your contact details current and your brand consistent. Whether you use Outlook for Windows, Mac, or the web version, the process is straightforward once you know where to look.
This guide walks you through every version of Outlook. You will learn the exact steps, plus tips to make your signature look polished. Let’s get your signature updated without wasting time.
Why Update Your Outlook Signature Regularly
An outdated signature can confuse recipients. It might show an old phone number or a former job title. Changing it ensures every email you send reflects your current role and contact info.
Your signature also builds trust. A clean, professional signature with your logo and social links makes you look credible. It’s a small detail that leaves a big impression.
How To Change Signature In Outlook (Desktop Version)
This section covers Outlook 2016, 2019, 2021, and Microsoft 365 desktop apps. The steps are nearly identical across these versions.
Step 1: Open The Signature Settings
- Open Outlook on your computer.
- Click File in the top-left corner.
- Select Options from the menu.
- In the Outlook Options window, click Mail.
- Look for the Signatures button and click it.
This opens the Signatures and Stationery dialog box. Here you can create, edit, or delete signatures.
Step 2: Choose Or Create A Signature
In the dialog box, you will see two main sections. On the left, under “Select signature to edit,” you see a list of your existing signatures. If you already have one, click it to edit. If not, click New and give it a name like “Work” or “Personal.”
On the right, you can type your signature text. Use the formatting toolbar to change fonts, sizes, colors, and add bold or italics. You can also insert a logo or image by clicking the picture icon.
Step 3: Set Default Signatures
At the bottom of the dialog box, you see “Choose default signature.” This lets you pick which signature appears for new emails and for replies or forwards. You can set different signatures for each.
- E-mail account: Select your email address if you have multiple accounts.
- New messages: Pick the signature you want for new emails.
- Replies/forwards: Pick a different signature if you prefer a shorter one for replies.
Click OK to save. Now your signature will appear automatically in new messages.
How To Change Signature In Outlook On Mac
Outlook for Mac has a slightly different layout. But the process is still simple.
Open Signature Preferences
- Open Outlook on your Mac.
- Click Outlook in the top menu bar.
- Select Preferences.
- Under “Email,” click Signatures.
You will see a list of your signatures on the left. Click any signature to edit it in the preview pane on the right.
Edit Or Add A Signature
To create a new signature, click the + button at the bottom left. Name it and start typing. Use the toolbar to format text, add hyperlinks, or insert images. Mac Outlook supports rich formatting, but it may not be as extensive as the Windows version.
Assign Signatures To Accounts
At the top of the Signatures window, you see a dropdown for “Default signature.” Choose your email account and then select the signature you want for new messages and replies. Click the red close button to save.
How To Change Signature In Outlook On The Web
Outlook on the web (OWA) is used by many businesses. The steps are different from the desktop app.
Access Signature Settings
- Go to Outlook.com or your company’s webmail login.
- Sign in with your credentials.
- Click the gear icon (Settings) in the top-right corner.
- At the bottom of the Settings pane, click View all Outlook settings.
- In the new window, click Mail then Compose and reply.
Create Or Edit Your Signature
Scroll down to the “Email signature” section. You will see a text box where you can type your signature. Use the formatting toolbar above the box to style your text. You can add links, images, and even social media icons.
Below the text box, check the box that says “Automatically include my signature on new messages I compose.” You can also choose to include it on replies and forwards. Click Save at the top.
How To Change Signature In Outlook For Mobile
Outlook mobile apps (iOS and Android) also support signatures. The settings are simpler than desktop versions.
On IPhone Or IPad
- Open the Outlook app.
- Tap your profile picture or initials in the top-left corner.
- Tap the gear icon (Settings).
- Scroll down and tap Signature.
- Type your new signature in the text box.
- Toggle “Use on all accounts” on or off as needed.
- Tap Save in the top-right corner.
On Android
- Open the Outlook app.
- Tap the three-line menu (hamburger icon) in the top-left.
- Tap the gear icon (Settings).
- Under your account, tap Signature.
- Edit your signature text.
- Tap the back arrow to save automatically.
Mobile signatures are plain text only. You cannot add images or rich formatting in the mobile app. For that, use the desktop or web version.
Advanced Signature Customization Tips
Once you know how to change signature in outlook, you might want to make it stand out. Here are some pro tips.
Add A Logo Or Headshot
Images make your signature more memorable. In desktop Outlook, click the picture icon in the formatting toolbar. Choose a file from your computer. Keep the image small (under 50KB) to avoid slow email loading.
For web Outlook, you can drag and drop an image into the signature editor. Resize it to fit nicely.
Include Social Media Links
Add links to your LinkedIn, Twitter, or company page. Highlight the text you want to link, then click the hyperlink icon. Paste the URL. This helps recipients connect with you on other platforms.
Use A Clean Layout
Avoid cluttered signatures. Stick to 3-5 lines: your name, title, company, phone, and one link. Use a readable font like Arial or Calibri. Keep font size between 10 and 12 points.
Test On Multiple Devices
Send a test email to yourself. Open it on your phone, tablet, and computer. Check that images load and links work. Adjust if something looks off.
Common Problems When Changing Signatures
Sometimes the process does not work as expected. Here are fixes for common issues.
Signature Not Showing Up
If your signature does not appear, check your default settings. Go back to the signature settings and make sure you selected the correct signature for new messages. Also, restart Outlook after making changes.
Signature Looks Different On Other Devices
Outlook web and mobile may not support all formatting. Images might not display, or fonts may change. Stick to simple formatting for best compatibility.
Multiple Signatures For Different Accounts
If you have multiple email accounts in Outlook, you can set a different signature for each. In the desktop version, select the account from the dropdown before assigning a signature.
How To Delete Or Remove A Signature
Maybe you no longer need a signature. Removing it is easy.
In Desktop Outlook
- Go to File > Options > Mail > Signatures.
- Select the signature from the list.
- Click the Remove button.
- Click OK to save.
In Web Outlook
- Go to Settings > Mail > Compose and reply.
- Delete all text from the signature box.
- Uncheck the automatic inclusion boxes.
- Click Save.
Best Practices For Professional Signatures
A good signature is more than just text. Follow these guidelines.
- Keep it short: No one wants to scroll through a long signature.
- Use consistent branding: Match your company colors and logo.
- Include essential info: Name, title, company, phone, email.
- Add a disclaimer if required: Some companies require legal disclaimers.
- Update regularly: Change your signature when you get a promotion or new number.
Frequently Asked Questions
Can I Have Multiple Signatures In Outlook?
Yes. You can create multiple signatures and assign them to different accounts or message types. For example, a formal signature for new emails and a shorter one for replies.
Why Is My Signature Not Saving In Outlook?
This usually happens if you don’t click OK or Save after editing. Also, check if your Outlook is up to date. Sometimes a restart helps.
How Do I Add A Hyperlink To My Signature?
Highlight the text you want to link, click the hyperlink icon (looks like a chain link), and paste the URL. This works in desktop and web versions.
Can I Use HTML To Create A Signature In Outlook?
Yes, but it’s easier to use the built-in editor. If you need custom HTML, you can paste it into the signature editor in the desktop version. Be careful with complex code as it may break.
Does Changing Signature Affect Old Emails?
No. Changing your signature only affects new emails you compose. Old emails will keep the signature they had when sent.
Final Thoughts On Changing Your Signature
Now you know how to change signature in outlook across all platforms. The process takes less than five minutes once you find the right settings. A fresh signature keeps your emails professional and up to date.
Remember to test your signature after making changes. Send a test email to yourself and check it on different devices. Adjust formatting if needed. Your signature is a small but powerful part of your email communication.
If you run into trouble, revisit the steps for your specific version. Most issues are fixed by checking default settings or restarting the app. With this guide, you can confidently update your signature anytime you need.