How to Change Your Signature in Outlook

Get the perfect sign-off on any platform

Image of a pen signing below an email icon

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Having a good signature when you send an email will make you appear far more professional. It's also a great way to provide the email recipients with all of your contact information without having to type it every time you send an email.

In the following article, you'll learn how to change your signature in Outlook on the desktop version of Outlook, as well as the mobile Outlook app.

How to Change Your Signature in Outlook for Desktop

If you want a signature to automatically show up at the bottom of your emails, you'll need to craft your signature once. Then place this into the section of Outlook settings that'll automatically apply the signature to the footer of every email you send.

The instructions in this article apply to Outlook in Microsoft 365, Outlook 2019, Outlook 2013 and Outlook 2010.

  1. First, open the desktop Outlook application and select File in the menu. then select Options.

    Screenshot of Options in the File menu in Outlook
  2. In the Outlook Options window, select Mail from the navigation pane. In this Window, select the Signatures button to enter the Signatures configuration window.

    Screenshot of the Outlook Options window

    If you're using Outlook on macOS, you can get to this same window by selecting Outlook in the menu, selecting Preferences, and then selecting Signatures in the Email section. The remaining steps below are the same.

  3. In the Signatures and Stationery window, select New to create a new signature. Give the signature a relevant name. You can create multiple signatures. For example, create one for your personal emails and one for your work emails.

    Screenshot of creating a signature name in the Signatures window
  4. In the edit pane, you can create your email using a simple editor tool. This tool lets you use any font style or even import pictures into your signature if you like.

    Screenshot of creating a signature in Outlook
  5. Under the Choose default signature section, you can use the New messages or the Replies/Forwards messages drop-down menus to select whether this signature will be used for new messages, when you reply to or forward a message, or both. Select OK when you're done to save your new signature.

Changing the Signature in Email Messages

When you create a new email, you'll see the signature you set up as default displayed at the bottom of your email.

You can switch the signature used in the email whenever you like by selecting Message from the menu, selecting Signature from the Include section of the ribbon, and selecting your preferred signature from the dropdown list.

Screenshot of selecting signature while writing a new email

The signature at the bottom of the email will change automatically. You can change the signature whenever you like while you're editing the email.

How to Edit Signature in Outlook

If you already have signatures set up in Outlook, editing those signatures is similar to creating new ones.

There are two ways to do this.

  1. When you're editing an email, select Messages from the menu, and then select Signature from the Include section of the ribbon. Select Signatures from the dropdown list.

    Screenshot of selecting Signatures in an email message
  2. You can also get to the Signatures window using the same procedure as above. Whichever way you access the Signatures window, just select the signature you want to edit from the Select signature to edit pane. You can edit that signature by using the editor pane at the bottom of the window.

    Screenshot of editing a signature in Outlook
  3. When you're done, just select OK to finish editing and save the changes to your signature.

How to Change Your Signature in Outlook for Mobile

Creating or editing your email signature in the Outlook Mobile app is similar to the desktop app, but the flexibility of the editor is much more limited.

To add or change your email signature in Outlook for mobile:

The procedure below works for either Outlook for Android or Outlook for iOS. The app is essentially identical on both platforms when it comes to adding or editing an email signature.

  1. Open the Outlook app and tap the menu icon in the upper left corner of the window. Tap the gear icon in the menu (this will open the Settings menu).

    Screenshot of the menu in the Outlook mobile app
  2. In the Settings menu, scroll down to the Mail section and tap Signature.

    Screenshot of the Settings menu in Outlook mobile
  3. In the Signature window, you can create a basic signature using the on-screen keyboard. The signature is text-based only; there are no font styling or image abilities here.

    Screenshot of editing a signature in the Outlook mobile app
  4. Tap the checkmark icon in the upper right corner of the screen to save your signature. Now, any time you open a new email message to send, you'll see the signature automatically appear at the bottom of the email.

    Screenshot of a new message with signature in Outlook mobile
  5. If you use multiple email accounts, you can configure a unique signature for each account. The signature will appear automatically depending on which account you're using.

Using Signatures in Outlook

Not all email clients do a good job providing users with a good way to attach signatures to email. Outlook, both mobile and desktop, makes signatures easy to create and simple to use.