You can change your signature in Outlook by accessing the Signature settings from Outlook’s options, creating or editing a signature, and setting it as the default for new emails and replies. This works across Outlook desktop, web, and mobile with slight variations.
Why Should You Change Your Signature in Outlook?
An Outlook email signature helps identify you, promote professionalism, and share key contact details automatically.
Think of it like a digital business card that goes out with every email, quietly working for you in the background.
In our experience working with professionals and businesses, a clean email signature improves response rates and credibility almost instantly.
What Is an Email Signature in Outlook?
An Outlook email signature is a block of text, links, and images automatically added at the end of your emails.
It usually includes:
- Your name
- Job title
- Company name
- Phone number
- Website or social links
According to Microsoft documentation, Outlook allows multiple signatures per account, giving users full flexibility.
How to Change Signature in Outlook on Windows (Desktop App)?
You can change your Outlook signature on Windows by opening Outlook Options and accessing the Mail > Signatures menu.
Step-by-Step Instructions
- Open Microsoft Outlook
- Click File → Options
- Select Mail
- Click Signatures
- Choose an existing signature or click New
- Edit your signature content
- Set default signatures for:
- New messages
- Replies/forwards
- New messages
- Click OK to save
Key Takeaway:
Outlook desktop gives you the most control over formatting, images, and multiple signatures.
How to Change Signature in Outlook Web (Outlook.com or Microsoft 365)?
In Outlook Web, signature settings are located inside the Settings menu under Mail options.
Quick Steps
Here are quick six steps to change the signature in Outlook Web:
- Log in to Outlook.com
- Click the gear icon (Settings)
- Go to Mail → Compose and Reply
- Edit your signature
- Check the boxes to auto-include it
- Click Save
According to Microsoft usage data (2023), approximately 40% of Outlook users rely on the web version, making this method extremely important.
Key Takeaway:
Outlook Web signatures are simple but slightly limited compared to desktop.
How to Change Signature in Outlook on Mac?
To customize a signature in Outlook on macOS, go to preferences, select signatures, then add or edit your desired signature and assign it to an email account:
Steps for Mac Users
- Open Outlook
- Click Outlook → Preferences
- Select Signatures
- Create or edit your signature
- Assign it to an email account
Key Takeaway:
Mac users get similar functionality to Windows, with a cleaner interface.
How to Change Signature in Outlook Mobile App (Android & iPhone)?
Outlook mobile allows only text-based signatures through account settings.
Steps
- Open the Outlook app
- Tap your profile icon
- Go to Settings
- Select your email account
- Tap Signature
- Edit and save
As per Statista (2024/2025), over 70% of emails are opened on mobile, making mobile-friendly signatures essential.
Key Takeaway:
Mobile signatures are basic but necessary for consistency.
How to Customize Outlook Signature Professionally?
A professional Outlook signature should be clean, readable, and short.
Best Practices
- Use 1–2 fonts only
- Avoid bright colors
- Keep it under 5 lines
- Add links instead of long URLs
- Use small images (under 100KB)
According to HubSpot’s email study (2023), simple signatures outperform flashy ones in response rates.
Key Takeaway:
Less design = more trust.
How to Add Images or Logos to an Outlook Signature?
You can add images by inserting them directly into the signature editor on desktop or web.
Tips:
- Use PNG or JPG
- Avoid oversized logos
- Test before sending
In our testing, image-heavy signatures often break on mobile, so moderation is key.
Why Is My Outlook Signature Not Showing?
Most signature issues happen due to incorrect default settings or device sync problems.
Common reasons:
- Signature not set as default
- Using a different Outlook version
- Reply/forward settings disabled
Key Takeaway:
Always test your signature by sending yourself an email.
Can You Use Multiple Signatures in Outlook?
Yes, Outlook allows multiple signatures for different purposes or accounts.
Examples:
- Professional signature
- Internal team signature
- Personal email signature
Microsoft confirmed this feature in Outlook documentation.
Final Thoughts
Changing your Outlook email signature is a small action with a big impact. Whether you’re emailing clients, colleagues, or partners, a polished signature builds trust, saves time, and strengthens your professional identity. Once set correctly, it quietly works for you, email after email, like a silent ambassador of your brand.
Frequently Asked Questions
No, signatures must be set separately on each device.
Yes, you can manually select a signature while composing an email.
