How to Change Signature in Outlook: A Complete Guide

How do you change signature in Outlook? It sounds simple until you realize that the steps vary across Windows, Mac, web, and mobile. A new job title, updated phone number, or changed company logo can leave your old details attached to every email.

Fortunately, updating your signature only takes a few steps once you know where to look. This guide explains how to change signature in Outlook, control when it appears, and keep it professional and easy to read.

Quick Answer: How to Change Your Signature in Outlook?

• New Outlook or Outlook on the Web:
  Go to Settings > Accounts > Signatures, select your signature, edit it, and choose Save.
• Classic Outlook for Windows:
  Go to File > Options > Mail > Signatures, select the signature, make your changes, and save them.
• Outlook for Mac:
  Go to Outlook > Settings > Signatures, select the signature, choose Edit, and update it.
• Outlook Mobile App:
  Open Settings > Signatures, then edit your signature.

How to Change Signature in Outlook?

Outlook signature change steps depend on which version you are using. Before you start, check whether you have New Outlook, classic Outlook for Windows, Outlook on the web, Outlook for Mac, or the mobile app.

1. How to Change Your Email Signature in New Outlook

Microsoft has moved signature settings into the account settings in New Outlook. 

• Open Outlook.
• Select Settings in the upper-right corner.

  

• Go to Accounts > Signatures.

  

• Locate the signature you want to change.
• Select the Edit signature icon.

  

• Update the text, formatting, links, or images, and select Save.

  

If you have multiple email accounts, make sure you select the correct account before editing its signature. You can also create multiple signatures for different situations, such as business, personal, or internet emails. 

2. How to Update Signature in Outlook on the Web

Outlook on the web uses a similar process. Here’s how to change Outlook email signature on the web version:

• Open Settings.
• Then, go to Accounts > Signatures.
• Select Edit signature next to the signature you want to change.
• Make your changes and select Save.

  

The exact interface may vary slightly depending on your Outlook version and account.

3. How to Update Your Signature in Outlook Classic for Windows

Classic Outlook has a different settings path:

• Open Outlook and go to File > Options.

  

• Select Mail and click Signatures.

  

• Select the signature you want to edit.
• Then, make your changes in the Edit signature box.

  

• Select Save, then OK.

You can update the text, formatting, hyperlinks, images, and other signature elements from this window.

4. How to Adjust Signature in Outlook for Mac

Now let’s see how to update Outlook signature on a Mac:

• Open Outlook.
• Select Outlook > Settings from the top menu.

  

• Under Mail, select Signatures.

  

• Select the signature you want to change.
• Select Edit, update the signature, and close the window.

  

If you have multiple accounts, check that you are editing the signature associated with the correct account.

5. How to Change Outlook Signature in Mobile

The Outlook mobile app uses a simpler setting. Here’s what you need to do:

• Open the Outlook app.
• Open Settings.

  

• Next, select Signatures.

  

• Now, just enter or edit your signature.

  

If you use multiple accounts, turn on Per Account Signature to create separate signatures for each account.

How to Set Your Signature for New Emails, Replies, and Forwards?

Changing a saved signature does not necessarily determine when Outlook inserts it automatically. You can choose separate signatures for new emails and replies or forwards.

In new Outlook and Outlook on the web:

• Go to Settings > Accounts > Signatures.
• Choose the signature you want to use for new messages and for replies and forwards.

  

You can leave either option blank if you prefer to insert a signature manually.

In classic Outlook for Windows:

• Go to File > Options > Mail > Signatures.
• Under Choose default signature, select a signature for:
  • New messages
  • Replies/forwards

    

• You can also select (none) if you don’t want Outlook to add a signature automatically.

On Mac:

• Go to Outlook > Settings > Mail > Signatures.
• Configure the signature settings for new messages and replies or forwards.

  

This is useful when you want a detailed signature for new emails but a shorter sign-off when replying to an existing conversation. 

How to Change Email Signature in Outlook Manually?

You can also insert a saved signature only when you need it instead of adding one automatically to every message.

In new Outlook or the web version, compose an email and select Signature from the message toolbar. Then choose the signature you want to insert.

In the classic version, open a new message, select Signature from the message menu, and choose the saved signature.

On Mac, click inside the message, select Signature, and just choose the signature you want to use.

Manual insertion is useful when you have different signatures for different situations, such as a detailed signature for clients and a shorter one for internal emails.

Best Practices to Create a Signature in Outlook

A good email signature should make your contact information easy to find without taking over the message. For a professional signature, consider including:

• Full name
• Job title
• Company name
• Phone number, if relevant
• Website or professional profile
• Company logo, if appropriate

Also, keep the following points in mind when creating your signature:

• Keep it short and only include the information recipients actually need.
• Stick to a readable font, sensible spacing, and use consistent formatting.
• Test website and social profile links to make sure they work properly.
• Resize logos properly; for example, a large logo can make an otherwise clean email look cluttered.

And remember, it is better to use separate signatures when needed. Multiple signatures can be useful for different accounts, roles, or types of communication.

Conclusion

Changing an Outlook signature is straightforward once you know where Microsoft has placed the setting in your particular version. Once you have updated the signature, check when Outlook inserts it automatically. Using separate signatures for new emails and replies can help keep your messages appropriate without having to edit the signature every time.