How to Change Your Email Signature in Outlook

You can change your email signature in Outlook in just a couple of minutes, whether you use Outlook on Windows, Mac, the web, or your phone. The exact menu depends on which version you’re using, so this guide walks through each one and also covers how IT admins set up a signature for an entire organization.

Quick steps

1. Open Outlook and go to File > Options > Mail (on Windows) or your account Settings (on web, Mac, or mobile).
2. Find the Signatures section.
3. Select the signature you want to edit, or create a new one.
4. Type or paste your updated signature text and formatting.
5. Choose which account and message types (new messages, replies, forwards) should use it, then save.

Before you start

A few things to check before you dive in:

• Your signature settings are tied to the Outlook app or service you’re using. If you use Outlook on more than one device, you’ll usually need to update your signature separately in each one, since Outlook on the web and the desktop app don’t always share the same signature library.
• If you manage more than one email account in Outlook, you can usually set a different signature for each account, so double-check which account you’re editing.
• If your signature doesn’t show up the way you expect, it may be controlled by your company through an organization-wide signature policy. More on that below.

Outlook for Windows (desktop)

1. Open Outlook and select File in the top left corner.
2. Choose Options, then select Mail from the left menu.
3. Click Signatures.
4. Select an existing signature from the list to edit it, or click New to create one and give it a name.
5. Type your signature in the editing box and use the formatting tools to adjust fonts, colors, or add a logo or image.
6. Under Choose default signature, pick the email account, and decide whether this signature should be used for New messages and for Replies/forwards.
7. Click OK to save your changes.

If you’re using the newer version of Outlook for Windows, the signature settings may instead sit under the gear icon for Settings, then Accounts, then Signatures. The steps for creating and editing a signature once you’re there work the same way.

Outlook on the web (Outlook.com or Microsoft 365)

1. Sign in to Outlook on the web and click the gear icon to open Settings.
2. Go to Mail, then Compose and reply.
3. Type your new signature text in the editing box, using the toolbar to format it or add a link or image.
4. Turn on the options to automatically include your signature on new messages and on replies or forwards, if you want it added automatically.
5. Click Save.

If you manage multiple accounts through Outlook on the web, make sure you’re editing the signature for the right account before you save.

Outlook for Mac

1. Open Outlook and click Outlook in the menu bar, then choose Settings (or Preferences, depending on your version).
2. Select Signatures.
3. Click the plus (+) button to add a new signature, or select an existing one to edit it.
4. Enter your signature text and format it as needed.
5. Assign the signature to the account and message types you want, then close the window to save.

Outlook mobile app (iPhone and Android)

1. Open the Outlook app and tap your profile picture or icon in the top corner.
2. Tap the gear icon for Settings.
3. Select the email account you want to update, then look for Signature.
4. Turn on the signature toggle if it isn’t already on, then edit the text.
5. Tap away from the field or use the back arrow to save your changes.

Signatures on mobile are usually plain text, so you may not be able to add images or complex formatting the way you can on desktop or web.

Changing a signature for an entire organization (admin)

If you’re an IT admin and want every employee’s outgoing email to include the same signature or disclaimer, you don’t need to ask everyone to update their own settings. Microsoft 365 lets admins create organization-wide email signatures that apply automatically to outgoing mail, either for everyone or for specific groups of users. This is managed through transport rules in the Microsoft 365 admin center rather than through each person’s individual Outlook signature settings, so it’s a separate process from the personal signature steps above.

Because this involves mail flow rules, it’s worth reviewing Microsoft’s guidance carefully before rolling it out, since a poorly configured rule can affect formatting or get applied to the wrong group of users.

If it doesn’t work

Your signature isn’t showing up on new emails

Check the signature settings again and make sure the correct signature is selected as the default for New messages, not just for replies and forwards. On some versions, these are set separately, so it’s easy to miss one.

You changed your signature but an old one keeps appearing

If you use Outlook on more than one device, remember that signatures aren’t always synced between the desktop app, the web version, and mobile. Update the signature separately on each one you use.

Your company signature overrides your personal one

If your organization has set up a company-wide signature through the admin center, it may be added or may replace part of your personal signature on outgoing mail. If this happens unexpectedly, contact your IT department rather than trying to fix it from your own Outlook settings.

Formatting looks wrong after pasting text

Pasting from Word or another app can sometimes carry over extra formatting that looks odd in Outlook. Try pasting as plain text first, then reapply simple formatting using Outlook’s own toolbar.

Frequently asked questions

How do I change my signature in Outlook without affecting other accounts?

When you open the Signatures settings, each saved signature can be assigned to a specific email account. Edit the signature linked to the account you want to change, and leave the others as they are.

Can I have a different signature for replies than for new emails?

Yes. In the Signatures settings on desktop and web, you can choose separate signatures for new messages versus replies and forwards, so a shorter signature on replies is possible if you prefer that.

Why can’t I add an image to my signature on mobile?

The Outlook mobile app signature field is generally limited to plain text, so it doesn’t support images or advanced formatting the way the desktop and web versions do.

Does changing my signature in Outlook on the web also change it in the desktop app?

Not automatically. Signatures created in Outlook on the web and the desktop app are usually stored separately, so you’ll need to set up or update your signature in each place you use Outlook.

Can my company force a signature on my emails?

Yes, if your organization uses Microsoft 365’s organization-wide signature feature, admins can apply a consistent signature or disclaimer to outgoing mail across the company, sometimes in addition to whatever personal signature you’ve set up.

Related guides

• Add an email account to Outlook
• How to Send Email Using Outlook 2019?
• How to Reply to an Email in Outlook 2019?
• How to Set an Out of Office Message in Outlook

Sources

• Create Organization-wide Email Signatures and Disclaimers, Microsoft 365 admin
• Install Microsoft 365 apps, Microsoft 365 admin
• Microsoft 365 admin center help