How to Update Your Outlook Email Signature (Quickly)

Your email signature is more than just a digital sign-off; it’s your virtual business card. It’s the last thing a client, colleague, or potential employer sees, and it can leave a lasting impression. Whether you’ve changed roles, updated your phone number, or just want to add a bit more professional flair, knowing how to change your email signature in Outlook is a fundamental skill.

But let’s be honest, it can feel a little confusing. With so many different versions of Outlook floating around—the desktop app, the web version, the mobile app—the “right” way to do it isn’t always obvious. I’ve been there, clicking through settings menus trying to find that one specific option.

This guide will cut through the noise. I’ll walk you through the exact steps for every major platform, so you can get your signature updated in minutes and get back to your day.

First, Which Outlook Are You Using?

Before we dive in, the most important step is identifying your version of Outlook. The steps are quite different depending on how you access your email.

Classic Outlook (Desktop App): This is the traditional, robust software you install on your Windows PC or Mac as part of the Microsoft Office suite. It has a ribbon of options at the top (File, Home, Send/Receive).
“New” Outlook (Desktop App): Microsoft is rolling out a new version of Outlook for Windows that looks and feels more like the web version. It has a simpler, more modern interface and a “New Outlook” toggle at the top right.
Outlook on the Web (Outlook.com): This is the version you access through a web browser like Chrome, Edge, or Safari. You log in through a website.
Outlook Mobile (iOS & Android): The dedicated app for your smartphone or tablet.

Knowing which one you’re on will save you a lot of headaches. Now, let’s get to the specifics.

How to Change Your Email Signature in the Outlook Desktop App

This is where most people manage their professional correspondence. The process varies slightly between the classic and new versions, and also for Mac users.

For “Classic” Outlook on Windows

This is the method most people are familiar with. It’s remained consistent for years.

Open the Outlook desktop application.
Click on File in the top-left corner.
Select Options from the menu on the left (it’s usually near the bottom).
In the Outlook Options window that pops up, click on the Mail tab.
Look for the “Compose messages” section and click the Signatures… button.

From this new “Signatures and Stationery” window, you can do everything:

Click New to create a signature from scratch.
Select an existing signature to Edit.
Use the editor to add text, links, images, and format your signature.
On the right, choose your default signatures for new messages and for replies/forwards. You can set different ones for each account you have synced.

Crucially, make sure to click “OK” on both windows to save your changes.

For the “New” Outlook on Windows

If you’ve flipped the switch to the “New Outlook,” the interface is much more streamlined.

With the New Outlook open, click the Gear icon (Settings) in the top-right corner.
In the Settings panel, select Accounts.
Click on Signatures.
Here, you can create a new signature or edit an existing one. The editor is straightforward, allowing for text, images, and basic formatting.
Below the editor, you can set the defaults for new messages and replies.

For Outlook on a Mac

Mac users have a slightly different path, but it’s just as simple.

With the Outlook app open, click on Outlook in the menu bar at the very top of your screen.
Click on Settings (or Preferences in older versions).
In the window that appears, select Signatures.
You’ll see a list of your existing signatures. You can use the + button to add a new one or select one to edit in the right-hand pane.
Set your defaults for new messages and replies at the bottom of the window.

For more detailed guidance directly from Microsoft, their official support page on creating and adding a signature in Outlook for PC is a great resource.

Updating Your Signature in Outlook on the Web (Outlook.com)

If you primarily use Outlook through your browser, the process is centralized and easy to find.

Log in to your account at Outlook.com.
Click the Gear icon (Settings) in the top-right corner of the page.
A quick settings menu will appear. If you see “Signatures” there, click it. If not, click View all Outlook settings at the bottom.
This opens a more detailed settings window. In the left-hand menu, ensure you are in the Mail section, then click on Compose and reply.
The first thing you’ll see is the email signature editor. You can create, edit, and format your signature here.
Below the editor, you’ll find checkboxes to automatically include your signature on new messages and on messages you forward or reply to.
Click Save when you’re done!

Quick Tip: Your web signature does not automatically sync with your desktop app signature. You need to set them up in both places if you use both platforms.

Changing Your Signature on the Go (Outlook Mobile App)

Your mobile signature is often simpler, but it’s just as important for maintaining professionalism when you’re away from your desk.

For iOS (iPhone/iPad)

Open the Outlook app.
Tap your profile icon or initial in the top-left corner.
Tap the Gear icon (Settings) in the bottom-left corner.
Scroll down to the “Mail” section and tap on Signature.
You can type your new signature here. You can also toggle the “Per Account Signature” option if you want different signatures for different email addresses on your phone.

For Android

The steps are nearly identical on Android.

Open the Outlook app.
Tap your profile icon in the top-left.
Tap the Gear icon (Settings) at the bottom.
Scroll down and tap on Signature.
Enter your new signature and tap the checkmark at the top right to save.

Note that mobile signatures are often plain text by default and may not support images or complex HTML formatting in the same way the desktop and web versions do. It’s best to keep it clean and simple.

Best Practices for a Professional Signature

Now that you know how to change your email signature in Outlook, what should you put in it?

Element	Best Practice	Why It Matters
Information	Keep it essential: Name, Title, Company, Phone Number, and Website.	Too much clutter looks unprofessional and makes it hard to find key info.
Images	Use a small, high-quality logo. Avoid large or distracting images.	Large images can be flagged as spam or show up as attachments.
Links	Include a link to your website or LinkedIn profile. Test them to ensure they work!	This drives traffic and provides an easy way for contacts to learn more about you.
Simplicity	Stick to one or two colors and a standard, readable font.	Your signature should be easy to read on any device, not a work of art.
Mobile	Preview how your signature looks on a phone.	Long signatures can take up the whole screen on mobile, so brevity is key.

A Final Polish

And there you have it. Your email signature is a small but mighty tool for professional communication. Taking a few minutes to ensure it’s up-to-date and consistent across all your devices shows attention to detail and helps solidify your personal or company brand. By following these platform-specific steps, you can confidently manage your signature no matter how you use Outlook.

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