How to Update Outlook Signature (Step-by-Step Guide)

Learn how to update Outlook signature on both the desktop app and web version. From branding updates to meeting compliance standards, this guide shows you exactly how to change your Outlook signature in Windows, macOS, the mobile app, and the Web version.

How do I update the Signature in Outlook?

On Windows:

1. If you wonder how to change a signature in Outlook, open the app then navigate to File, and then Options.

   

3. Click Mail, and then Signatures.

   

4. Select the desired Signature by clicking on it.

   

5. Use the Edit signature box to make your modifications.

   

6. Click Save and then OK when finished.

   

You can also follow these steps to add a new signature in the Outlook app. But before selecting a signature in the Signatures section, you must select the New option.

NOTE

If you want to go beyond Outlook’s basic signature features, like limited formatting, consider trying Adobe Acrobat Pro. It lets you create polished, reusable digital signatures, customize them to match your brand, and even update signed PDF attachments before sending.

On Mac:

1. Start Outlook.
2. Select Preferences from the menu in Outlook.

   

3. Select Signatures under Email.

   

4. Choose the Signature you want to change from the list under the Signature name.
5. Update your Signature by clicking Edit underneath in the left pane.

   

The above steps demonstrate how to change the signature in Outlook Mac or any other device based on macOS.

On Web version:

1. Open your Outlook Web account and log in.
2. Choose Options after selecting the gear icon in the top-right corner.

   

3. Choose Settings from the left-hand menu.

   

4. In the Email Signature field, enter your Signature. If desired, choose the checkbox next to Automatically include my signature on messages I send.

   

Outlook Web Access (OWA) is a browser-based way to access your Microsoft Outlook email. You can access and change your signature from your browser using this version of Outlook.

Change Signature in Outlook Mobile App

Note: Outlook for iOS and Android supports only plain-text signatures.

• Open the Outlook app on your phone.
• Tap your profile icon > Settings gear.
• Select your email account.
• Tap Signature.
• Edit the text and hit the check mark to save.

How to set up a signature in Outlook?

1. To add a signature in Outlook, log into your account then go to the Settings menu, then click View all Outlook settings. At the very top of the page, you can see all of Outlook’s options.

   

2. Choose Mail then Compose to respond to the email.

   

3. Under Email signature, you can change the appearance of your signature by typing in your signature and using the many formatting options that are available.

   

4. When you are finished, select the Save option.

To manually add the signature, do the following:

1. Go to your inbox and select New message from the menu.

   

2. After you have finished composing your message, scroll to the bottom of the compose window and select the More actions followed by the Insert signature option.

   

3. Select the Send option once your email message is complete.

If Outlook is not inserting your created signature, make sure to check out our comprehensive guide on this issue.

Alternatively, take a look at how to get your signature back if it keeps disappearing in Outlook.

What can signatures contain in Outlook?

You may include text, images, a logo, your electronic business card, or even a picture of your handwritten Signature in your Outlook signature.

FAQs

Summary

Updating your Outlook signature is quick and ensures your emails look professional and consistent. Outlook’s built in options are advanced, but if you want more personalization options, check our top for best third party signature apps.

Whether you’re using the desktop app, web, or mobile, follow the steps above to keep your contact details and branding up to date.