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

Email signatures are an essential part of professional communication. They provide your contact information, job title, and even a branding element like a company logo. Microsoft Outlook, one of the most widely used email platforms, allows users to create and manage personalized signatures. Whether you want to update your contact details, add a company logo, or simply refresh your style, knowing how to change your signature in Outlook ensures your emails always look polished and professional.

## Why Update Your Outlook Signature?
##
Before diving into the steps, let’s understand why updating your signature matters:

**Professionalism:** A clear and updated signature makes you appear organized and credible.

**Branding:** Adding your company logo or tagline helps strengthen your brand identity.

**Accuracy:** Keeping your phone number, email, or job title current prevents confusion.

**Efficiency:** Instead of retyping details, your signature automatically provides key information.

Now, let’s explore how to change your Outlook signature on various platforms.

### How to Change Signature in Outlook Desktop (Windows & Mac)

If you use Outlook on your computer, here’s how you can change or create a new signature:

**For Windows:**

Open Outlook on your computer.

Click File in the top left corner.

Select Options from the left menu.

In the Outlook Options window, choose Mail.

Click on the Signatures… button.

In the Email Signatures tab, you will see:

**A list of existing signatures.**

Options to Edit, Create New, or Delete a signature.

Select the signature you want to change. Edit the text in the editor box.

You can format the text, add hyperlinks, or insert images like a company logo.

Under Choose default signature, set which account and which messages (new or replies/forwards) will use the updated signature.

**Click OK to save changes.**

For Mac:

**Open Outlook for Mac.**

From the top menu, go to Outlook > Preferences.

Select Signatures under Email.

Pick the signature you want to change or click + to create a new one.

Make your edits in the signature box. You can add images, links, or styled text.

Assign the signature to your desired email account.

Close the window, and your changes will be saved automatically.

How to Change Signature in Outlook on the Web (Outlook.com / Office 365)

If you use Outlook through a browser, the process is slightly different:

Log in to your Outlook.com or Office 365 account.

Click the gear icon (⚙) in the top-right corner to open Settings.

At the bottom, select View all Outlook settings.

In the left panel, go to Mail > Compose and reply.

Under the Email signature section, you will see your current signature.

Edit the text, add hyperlinks, or insert an image if needed.

Below, choose when to use the signature:

Automatically on new messages.

Automatically on replies and forwards.

Once finished, click Save.

Your new signature will now appear in your emails whenever you compose or reply.

## How to Change Signature in Outlook Mobile App (iOS & Android)

The Outlook mobile app also allows you to customize your signature, though the options are more limited compared to desktop and web.

Open the Outlook app on your mobile device.

Tap on your profile icon in the top left.

Go to Settings (gear icon) at the bottom left.

Scroll down to the Mail section and select Signature.

Delete the default “Get Outlook for iOS/Android” text.

**Enter your desired signature. Note:** Formatting options are limited, and images/logos cannot be inserted in the app.

Exit the menu, and the app will save your changes automatically.

Best Practices for a Professional Outlook Signature

While changing your signature is simple, making it effective requires a few key considerations:

**Keep it Simple:** Avoid overloading your signature with too much information. Include your name, job title, company, phone number, and email.

**Add Branding Elements:** If possible, insert your company logo or link to your website.

**Use Consistent Formatting:** Stick to professional fonts and avoid flashy colors.

**Include Legal Disclaimers (if necessary):** Some organizations require disclaimers for confidentiality or compliance.

**Mobile-Friendly Design:** Remember that many recipients will read your emails on a phone, so keep your signature clean and readable on small screens.

**Social Media Links:** Adding LinkedIn or company social media links can enhance engagement.

Limit Images: Too many images can cause display issues in some email clients.

## Common Issues When Changing Outlook Signatures

While editing your Outlook signature, you might face a few challenges:

**Signature not appearing:** Ensure you’ve set the updated signature as default for new messages and replies.

**Formatting issues:** If copied from Word, formatting may appear odd. Use the built-in editor to adjust text.

**Images not displaying:** Sometimes recipients may not see embedded images. Host images online and link them for better consistency.

**Multiple accounts confusion:** If you use multiple email accounts in Outlook, make sure the correct signature is assigned to each one.

## Final Thoughts

Changing your signature in Outlook is a straightforward process once you know where to look. Whether you use the desktop version, Outlook on the web, or the mobile app, Outlook gives you flexibility to design signatures that reflect your professionalism and brand.

An up-to-date and well-crafted email signature not only provides vital information but also reinforces your credibility and company identity. By keeping your signature simple, clean, and consistent across platforms, you ensure that every message you send leaves a positive impression.