How to Change Your Signature in Outlook

Changing your Outlook signature updates the default text automatically added to new emails and replies. This change applies to all devices where you use the same Outlook account. However, previously sent emails will not be affected.

Before you start

• An active Outlook account
• Access to the Outlook web app or the desktop client
• Any existing signature you want to modify or replace

How to Change Your Signature in Outlook

1. Open Outlook Settings

   On the web app, click the gear icon in the top-right corner and select 'View all Outlook settings' at the bottom of the menu. In the desktop client, go to 'File' > 'Options' > 'Mail'.

2. Access the Signature Settings

   In the Settings pane, navigate to 'Mail' > 'Compose and reply'. Here, you will find the 'Email signature' section where you can create and edit signatures.

3. Create or Edit a Signature

   To create a new signature, enter a name in the 'New signature' field. To edit an existing signature, select it from the dropdown. Type or paste your desired signature into the text box.

4. Assign Signatures to Emails

   Choose which signature to use for new messages and for replies/forwards using the respective dropdowns. This ensures your signature is applied automatically in the correct context.

5. Save Your Changes

   Click 'Save' to apply the changes. If using the desktop client, click 'OK' in the Options window to confirm. Your new signature will now appear in new emails.

6. Mobile App Adjustment (iOS/Android)

   Open the Outlook app, go to 'Settings' > 'Signature'. Here, you can enable or disable the use of your signature and edit its content directly.

Tips & shortcuts

• Use rich text or HTML to format your signature, including fonts, colors, and links.
• Consider creating different signatures for personal and professional use.
• Check the signature in a test email to ensure it displays correctly across devices.
• To remove a signature, delete the text in the signature box and save the changes.
• Signatures can include images, but be cautious as they may not always display properly in all email clients.

Troubleshooting

• If the signature option is greyed out, ensure you have an active internet connection and try refreshing the page.
• In the desktop client, if changes are not saving, check for any conflicting add-ins or antivirus software that might be interfering.
• If the signature does not appear in emails, verify that it is correctly assigned in the settings and that you have saved your changes.