Here’s a clear, up-to-date guide on how to change your signature in Outlook on different platforms, plus some quick “pro tips” so your emails look polished every time.

What this covers (Quick Scoop)

  • Outlook on Windows (classic)
  • New Outlook app for Windows/Mac
  • Outlook on the web (Outlook.com / Office 365)
  • Outlook mobile (iOS & Android)
  • Simple “what to click” steps + quick best practices

Classic Outlook for Windows (desktop app)

Use these steps if you open Outlook from your desktop and it looks like the traditional Office app with a ribbon at the top.

Change an existing signature

  1. Open Outlook.
  2. Go to File → Options → Mail.
  3. Click Signatures… in the “Signatures” section.
  4. In the Email Signature tab:
    • Select the signature you want under “Select signature to edit”.
    • Edit the text in the Edit signature box (you can change fonts, colors, add images, links, etc.)
  1. Under Choose default signature :
    • Pick the email account (if you have more than one).
    • Choose which signature to use for New messages and Replies/forwards (or select “None”).
  1. Click Save , then OK to close.

Mini tip: Many people use a full signature for new messages and a shorter one for replies to avoid long threads full of banners and logos.

New Outlook (Windows/Mac, 2025–2026 style)

If you’re using the newer Outlook app that looks more like Outlook on the web:

  1. Open the Outlook app.
  2. Click the Settings gear (top right).
  3. Go to Accounts → Signatures.
  1. Find the signature you want and click Edit signature.
  2. Change the content in the editor (text, formatting, links, images).
  1. Click Save.

You can also choose which signature is used by default for new messages and for replies/forwards from the same Signatures screen.

Outlook on the web (Outlook.com / Office 365 in browser)

These steps apply when you open Outlook in a browser (Edge, Chrome, etc.).

  1. Sign in to Outlook on the web.
  2. Click the Settings gear (top right).
  3. Click View all Outlook settings (usually at the bottom of the panel).
  4. Go to Mail → Compose and reply.
  1. Under Email signature :
    • Choose the existing signature from the dropdown, or click New signature to create another.
 * Edit the text in the editor box (you can format, add links, and sometimes images depending on your tenant).
  1. Check or uncheck options like:
    • “Automatically include my signature on new messages”
    • “Automatically include my signature on messages I forward or reply to”
  1. Click Save.

Note: If you use both new Outlook on desktop and Outlook on the web with the same Microsoft account, signatures don’t always sync perfectly; you may need to set them up in both places.

Outlook mobile app (iOS & Android)

The mobile app uses a simpler signature (often just text).

  1. Open the Outlook app on your phone.
  2. Tap your profile icon (iOS) or Home icon (Android) in the top-left.
  3. Tap the Settings gear at the bottom.
  1. Scroll to Signature (or find it under Quick Settings).
  2. Edit the text:
    • Replace “Get Outlook for iOS/Android” with your details.
    • Keep it short so it doesn’t dominate your messages.
  1. Tap back or Save (depending on version); Outlook saves it automatically in newer builds.

Practical tip: On mobile, many people just use “– Name | Company” so it’s clean and quick to read.

Smart formatting tips (so your signature looks good)

These ideas work across Outlook on desktop, web, and mobile.

  • Keep it short and professional
    • Name, role, company.
    • One or two contact methods (email is already in the header).
    • Optional: website/LinkedIn.
  • Use formatting sparingly
    • Stick to 1–2 fonts, moderate colors.
    • Avoid huge images; they can be blocked or cause spam issues.
  • For advanced layouts
    • Some users build signatures in Word or HTML, then paste them into Outlook’s Edit signature box for better control (columns, small tables, etc.).
  • Multiple signatures for different contexts
    • One for external clients, another for internal messages, plus a minimal “thanks, Name” reply signature.

Example mini signature structure

Name
Job Title | Company
Phone | Website
Optional single-line legal or confidentiality note

You can recreate this in Outlook’s editor and style it with simple bold for your name and small, regular text for the rest.

Quick SEO-style meta description

If this were a blog post:

Learn how to change your signature in Outlook on Windows, Mac, web, and mobile with clear, step‑by‑step instructions, plus simple formatting tips to keep your emails looking professional.