How to Change Signature in Outlook: Pro Tips

If you’re sending professional emails regularly, knowing how to change signature in Outlook is essential. Your email signature reflects your identity and brand-it can be used to provide contact details, promote your business, or add a personal touch. Whether you’re using Outlook on desktop, web, or mobile, updating your signature takes only a few steps.

This guide covers everything from basic signature changes to tips for making your signature more effective.

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

Outlook for Windows and Mac offers a rich editor for creating professional signatures.

Steps for Windows:

1. Open Outlook
2. Click on File – Options
3. Select Mail from the left menu
4. Click Signatures
5. In the Email Signature tab, choose an existing signature or click New
6. Edit your text, formatting, and links
7. Assign the signature to new messages and/or replies
8. Click OK to save

Steps for Mac:

1. Open Outlook and go to Preferences
2. Click Signatures
3. Add or edit a signature in the list
4. Assign a default signature for new emails and replies

Tip: Use a consistent font, avoid large images, and include only necessary information.

How to Change Signature in Outlook Web (Outlook.com)

For browser-based Outlook users, the process is just as easy.

1. Go to Outlook.com
2. Click the gear icon (Settings) in the top-right corner
3. Select Mail – Compose and reply
4. Enter your signature in the text box
5. Use the formatting bar to adjust style, links, or logos
6. Choose when the signature is applied (new emails, replies, or both)
7. Click Save

You can include hyperlinks, phone numbers, and even scheduling tools like Calendly.

How to Change Signature in Outlook Mobile App

Currently, Outlook’s mobile app supports only plain-text signatures, not HTML formatting.

Steps:

1. Open the Outlook app
2. Tap your profile icon – Settings
3. Scroll down to Signature
4. Edit your text (keep it brief)
5. Changes are saved automatically

Use this mobile signature to let people know you’re replying from a phone-something like “Sent from my mobile – please excuse brevity.”

Outlook Signature Tips for Better Communication

• Use your full name and title
• Include relevant contact details like phone number and website
• Avoid clutter – limit social icons to 1–2 key platforms
• Be consistent across devices
• Use professional tools like WiseStamp if you want enhanced formatting or banners

Want to learn more email tricks in Outlook? Check out our guide on how to unsend an email in Outlook if you’ve ever hit “Send” too soon.

Conclusion

Mastering how to change signature in Outlook is a small but powerful way to improve your daily communication. Whether you’re emailing clients, colleagues, or prospects, your signature is often the last thing they see-so make it count. A professional, well-crafted email signature can reinforce your credibility, provide essential contact information, and even drive traffic to your website or social profiles.

Keep your signature clean, concise, and aligned with your personal or company brand. Take advantage of Outlook’s signature tools across desktop, web, and mobile to ensure consistency wherever you send emails from. And remember, your signature isn’t static-update it periodically with new roles, contact details, or branding elements as your career or business evolves.

By following the tips in this guide, you’ll not only know how to change your signature in Outlook but also how to make that signature work for you. A polished signature may seem like a small detail, but it’s one that speaks volumes in every message you send.

FAQs About How to Change Signature in Outlook