How to Change Your Signature in Outlook: A Step-by-Step Guide

How to Change Your Signature in Outlook: A Step-by-Step Guide

Changing your email signature in Microsoft Outlook is a straightforward process that ensures your communications remain professional and up-to-date. Whether you’re using Outlook for business or personal correspondence, having the correct signature can make a significant impact. This comprehensive guide will walk you through the steps to update your email signature in Outlook.

How to Change Your Signature in Outlook for Windows

  • Open Outlook: Start by launching the Outlook application on your computer.
  • Go to File: In the top left corner, click on the “File” tab.
  • Select Options: From the drop-down menu, choose “Options” to open the Outlook Options dialog box.
  • Mail Settings: In the Outlook Options window, click on “Mail” in the left sidebar.
  • Signatures: In the “Compose messages” section, click the “Signatures…” button.
  • Edit Signatures: The Signatures and Stationery dialog box will appear. Here you can:
    • Create a New Signature: Click “New,” type a name for the signature, and then click “OK.”
    • Edit an Existing Signature: Select the signature you want to change in the “Select signature to edit” box.
  • Compose Your Signature: In the “Edit signature” box, create your signature using text, images, business cards, links, and more. Format the text with different fonts, colors, and sizes.
  • Set Default Signatures: Choose the email account you want to set the signature for (if you have multiple accounts). Then, use the “New messages” and “Replies/forwards” dropdowns to select which signature you want to use for new emails and replies/forwards.
  • Save Changes: Click “OK” to save your signature and close the dialog box.
  • Apply and Close: Click “OK” again in the Outlook Options window to apply your changes and exit.

How to Change Your Signature in Outlook for Mac

  • Open Outlook: Launch the Outlook application on your Mac.
  • Preferences: Click on “Outlook” in the top menu bar, and then select “Preferences.”
  • Signatures: In the Preferences window, click on “Signatures.”
  • Edit Signatures: In the Signatures dialog box, you can:
    • Create a New Signature: Click the “+” button to create a new signature.
    • Edit an Existing Signature: Select the signature you want to modify from the list.
  • Compose Your Signature: Use the editor to create or update your signature. Add text, images, links, and format your content as needed.
  • Set Default Signatures: Choose which signature to use for new messages and replies/forwards by selecting the appropriate options in the “Choose default signature” section.
  • Save and Close: When you’re done, close the Signatures dialog box, and your changes will be saved automatically.

How to Change Your Signature in Outlook on the Web

  • Log In to Outlook Web: Go to and log in to your account.
  • Settings: Click on the gear icon (Settings) in the top right corner and select “View all Outlook settings” at the bottom of the Settings pane.
  • Mail: In the Settings window, go to “Mail” > “Compose and reply.”
  • Edit Signature: In the Email signature section, you can:
    • Create a New Signature: Type your new signature in the editor.
    • Edit an Existing Signature: Modify the text and formatting as needed.
  • Set Signature Defaults: Check the boxes to automatically include your signature on new messages and/or replies and forwards if desired.
  • Save Changes: Click “Save” at the bottom of the settings window to apply your changes.

Tips for Creating a Professional Outlook Signature

  • Keep it Simple: Use clear and readable fonts. Avoid excessive colors and graphics.
  • Include Essential Information: Your full name, job title, company, contact information, and a link to your company’s website or your LinkedIn profile.
  • Add a Logo or Image: If relevant, include your company’s logo or a professional headshot.
  • Legal Requirements: Ensure compliance with any legal disclaimers your company requires.

By following these steps, you can ensure that your Outlook signature is always up-to-date and reflective of your professional image. Happy emailing!

Feel free to share your experiences or ask questions in the comments below! If you found this guide helpful, don’t forget to subscribe for more tips and tutorials.


No comments yet. Why don’t you start the discussion?

Leave a Reply