Your email signature is your digital handshake, not just a way to say goodbye. Understanding how to modify your email signature in Outlook is crucial, whether you’re changing your job title, changing organizations, or just upgrading your branding. All of the main platforms—Outlook Desktop, Outlook Web, New Outlook, and Mobile—are covered in this tutorial.
Let’s look at how to modify your Outlook email signature, update it for Outlook emails, and customize it to represent your work personal.
Steps to Change Your Email Signature in Outlook Desktop App
If you’re using the traditional Outlook desktop application (Outlook 2016, 2019, 2021, or Outlook for Microsoft 365), follow these steps:
Step-by-Step Instructions
- Open Outlook on your computer.
- Go to File > Options In the top-left corner
- Click on the File tab and then select Options from the sidebar.
- Navigate to Mail Settings In the Outlook Options window.
- Click on Mail in the left-hand menu.
- Click on Signatures Under the Compose messages section
- Click the Signatures… button.
Edit or Create a Signature
- To edit an existing signature, select it from the list.
- To create a new one, click New, give it a name, and start typing in the editor box.
Customize Your Signature Use the formatting toolbar to:
- Change fonts and colors
- Add hyperlinks
- Insert images (like a company logo or social media icons)
Set Default Signature Under Choose default signature, select:
- Your email account
- Signature for New messages
- Signature for Replies/forwards
Save and Apply Click OK to save your changes and close the dialog boxes.
Pro Tips
- Keep it concise: 3–5 lines is ideal.
- Include essential info: name, title, company, phone, website.
- Avoid excessive colors or fonts—professionalism is key.
How to Change Signature in Outlook Web? (Outlook.com or Office 365)
If you use Outlook in a browser, here’s how to update your signature. For this, follow the mentioned below steps:
- Go to Outlook.com or your Office 365 account.
- Access Settings
- Click the gear icon in the top-right corner
- Select View all Outlook settings.
- Go to Mail > Compose and Reply navigate to Mail, then Compose and reply.
- Edit Your Signature: Type or Paste your Signature in the editor.
- Set Signature Defaults
- Check the boxes to automatically include your signature in: New messages or Replies and forwards
- Save Changes
- Click Save at the bottom of the settings panel.
Why Use Outlook Web?
- Accessible from any device
- Syncs across platforms
- Easy to update on the go
How to Change Signature in a New Outlook? (2025 Interface)
Microsoft’s new Outlook experience merges desktop and web features. Here’s how to change your signature in the new Outlook:
Launch the new Outlook app or switch to it from the classic version.
Click Settings (Gear Icon) In the top-right corner, click the gear icon.
Go to Accounts > Signatures Navigate to Accounts, then Signatures.
Create or Edit Signature
- Click New signature to start fresh.
- Select an existing signature to update.
Customize with Formatting Tools Add:
- Text
- Hyperlinks
- Emojis
- Images
Choose which signature to use for: New messages Or Replies/forwards
Save and Sync Click Save. Your signature will sync across devices.
Benefits of New Outlook
- Cloud-based storage
- Auto-sync across devices
- Cleaner interface
How to Change Signature in Outlook Via Mobile App?
If you’re using Outlook on your smartphone, go through the below procedures:
- Open Outlook App
- Tap Profile Icon > Settings
- Scroll to Signature
- Edit Text
- Save
Note: Mobile signatures are usually plain text and don’t support images or rich formatting.
How to Switch Between Multiple Signatures?
Outlook allows you to create and manage multiple signatures. Here’s how to switch them:
Desktop App
- While composing an email, go to the Message tab.
- Click Signature.
- Choose the one you want from the dropdown.
Web or New Outlook
- Click Insert > Signature while composing.
- Select the desired signature.
How to Delete or Rename a Signature?
Here’s how you can delete or rename an email signature in Outlook, depending on which version you’re using:
Delete
- Go to the Signatures window.
- Select the signature.
- Click Delete.
Rename
- Select the signature.
- Click Rename.
- Enter a new name and save.
Why Update Your Email Signature?
- Reflect career changes: New title, company, or contact info.
- Brand consistency: Align with company branding.
- Professionalism: A clean, updated signature leaves a good impression.
- Marketing: Add a call-to-action or link to a new product.
Troubleshooting Common Issues
- Signature not appearing? Check default settings under “Choose default signature.”
- Images not displaying? Ensure they’re hosted online or embedded correctly.
- Formatting issues? Use plain text or HTML formatting for consistency.
Final Thoughts
A quick and easy method to stay professional and keep your communications current is to change your email signature in Outlook. The steps are simple and adaptable regardless of whether you’re using the new Outlook experience, Outlook Web, or the traditional desktop application.
FAQs
Can I have different signatures for new emails and replies?
Yes, Outlook lets you assign separate signatures for New Messages and Replies. Set these under the “Choose default signature” section.
Is it possible to use multiple signatures in Outlook?
Yes, you can create several signatures in Outlook and manually choose one while composing an email.
Can I add images or logos to my signature?
Yes, you can add images or logos to your signature. Use the image icon in the signature editor to insert logos, headshots, or social media icons.
How do I change my signature in Outlook Mobile App?
To change your signature in the Outlook Mobile App, follow these steps:
- Open the app and go to Settings.
- Tap Signature.
- Edit the text and save.