How To Change Signature In Outlook Email

Dianna Russini

4 min read

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Apr 07, 2025

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How to Change Your Email Signature in Outlook

Changing your email signature in Outlook is a straightforward process, but the exact steps vary slightly depending on whether you're using Outlook on the web, a desktop application (like Outlook for Windows or Mac), or a mobile app. This guide will walk you through each method, ensuring you can update your signature seamlessly. This is crucial for maintaining a professional image and including important contact information in every email you send.

Changing Your Outlook Email Signature on the Desktop Application (Windows and Mac)

This section covers the most common method, updating your signature on the Outlook desktop application. The process is very similar for both Windows and Mac versions.

Step 1: Accessing Signature Settings

1. Open your Outlook desktop application.
2. Go to File > Options.
3. In the Outlook Options window, select Mail.
4. Scroll down to the Signatures section and click Signatures…

Step 2: Creating or Editing Your Signature

• Creating a New Signature: Click the "New" button to create a signature. Give it a name (e.g., "Main Signature").

• Editing an Existing Signature: Select your existing signature from the list to edit it.

Step 3: Designing Your Signature

This is where you craft your perfect email signature. Here are some best practices:

• Keep it Concise: Aim for brevity and clarity. Avoid overly long signatures.
• Include Essential Information: Your name, title, company, phone number, email address, and website are usually essential.
• Professional Formatting: Use a simple, clean font. Avoid excessive bolding or italicizing.
• Add a Logo (Optional): You can insert a company logo to add a professional touch. Make sure it's appropriately sized.

To add elements to your signature, use the formatting tools provided in the editor (similar to a word processor). You can:

• Type text directly: Enter your contact information.
• Insert a logo: Click the image icon to add your company logo.
• Add a hyperlink: Click the hyperlink icon to add links to your website or social media profiles.

Step 4: Choosing Your Default Signature

Once you've designed your signature, you'll need to set it as your default. Under the "Choose default signature" section, select the signature you want to use for new emails and replies/forwards. You can also have different signatures for different email accounts if needed.

Step 5: Saving Your Changes

Click OK to save your changes and close the Outlook Options window. Your new signature will now be automatically added to all your outgoing emails.

Changing Your Outlook Email Signature on the Web (Outlook.com)

The process for changing your signature on the Outlook.com web application is slightly different.

1. Sign in: Access your Outlook.com account through your web browser.
2. Settings: Click the gear icon (settings) in the upper right corner.
3. View all Outlook settings: Select this option from the dropdown menu.
4. Mail: Navigate to the "Mail" section in the settings menu.
5. Compose and reply: Locate the "Compose and reply" section.
6. Signature: You'll find the signature settings here. You can create a new signature, edit an existing one, or choose which signature to use for new messages and replies.

Changing Your Outlook Email Signature on Mobile (Android and iOS)

The exact steps for changing your signature on mobile apps vary depending on the specific Outlook mobile app version and your operating system. Generally, you'll need to navigate to your Outlook app's settings, then locate the signature settings. Look for options related to "email signature," "signature settings," or similar terms within the app’s settings menu.

Troubleshooting Tips

• Signature not appearing: Ensure you've saved your changes and selected the correct signature in the default settings.
• Formatting issues: Sometimes, the formatting of your signature might not translate perfectly across different email clients. Test your signature by sending a test email to yourself.
• HTML vs. Plain Text: You might have to experiment with different formatting options to ensure your signature renders correctly in various email clients.

By following these steps, you can easily update your Outlook email signature and ensure your professional branding and contact information are consistently displayed in every email. Remember to regularly review and update your signature to keep your information current.