How to Change Email Signature on Outlook? Best Guide

Mark Regan
Published: June 23rd, 2025 • 6 Min Read

As millions of organizations use Microsoft 365 due to these, Outlook has become the most widely used email platform. As your email signature is more than just a sign-off it’s your business card. Whether you’re connecting to clients, colleagues or any personal user. But as your role, branding, or contact details evolve, so should your signature. Keeping it current professionalism and consistency in every message you send.

In this guide, we will show a complete way to update your Outlook signature on desktop, web, mobile(IOS and Android), and Mac. So, before continuing on, let’s know about Outlook signature, and reasons to change.

Outlook Signature is a customized block of text automatically added at the end of your email. It often contains your name, signature, email, organization detail, website, contact numbers, company logo and links like a website or social media.

Why Should You Update Your Outlook Signature?

Keep your signature updated with your current role to maintain clarity and authority.
Update phone numbers, email addresses, office locations so people can contact you easily.
Update any changes such as organization logo, color scheme or tag line.
Signatures can break on mobile devices. Updating it to make it more responsive and professional formatting.
Outlook allows you to create signatures for different purposes to change it as per the audience.

How to Update your Outlook Signature on Outlook Web?

If you are using Outlook desktop(app) Windows, follow these steps to update or create your email signature:

First, open Microsoft Outlook on your system.
Click on file on the top-left corner.
Choose options from the left-hand sidebar.
In Outlook option windows, choose Mail.
Click on Signatures under the Compose Messages action.

Editing or Change Email Signature on Outlook

To edit an existing signature, select it from the list, make your changes in the editor box below.
To create a new signature, Click on New, Enter name, (Work Email or Client Replies) and design it in the editor.
You can format text, add images(like your logo), insert links and copy HTML signature designs.

Assigning Default Signature for New Emails and Replies/Forward

In the choose default signature section(bottom right).
Select your Email Account from the dropdown.
Choose the signature for New Messages and Replies or forwards.
Click on Ok to save your settings.

How to Update Your Outlook Signature on Outlook Web (Microsoft 365)?

If you are using Outlook browser(Microsoft 365/Outlook Web App), follow steps to update your signature:

Open Outlook Web and login with your Microsoft 365 credentials.
Click on the Gear icon and press on Settings.
In the search bar type signature or scroll down and click on Compose and Reply and under the Mail settings.
Now, you can use Editor to create new or update Signature.
Add Name, logo, email, organization name, and other details.
Use Bullet, Italic, Underline to format your Signature.
It also allows you to add multiple Signature to use it as per requirement.

How to Update Your Outlook Signature on Mobile (iOS & Android)?

Launch Outlook app on your iPhone and Android device.
Verify your Email Account is correct.
Tap on your profile icon and scroll down to Settings.
Under the Mail Section, press on Signature.
If you have multiple email accounts, choose an Account as you want to Change Email Signature on Outlook.
By default, the signature might say “Sent from Outlook for iOS” and “Sent from Outlook to Android”.
Replace Signature details as you want to change.
Once updated, check it as set a signature in Outlook.

How to Update Signature on Outlook Mac?

To update your Outlook signature on Mac by following instructions.

Open Outlook Mac and navigate to the file.
Click on Options and choose Mail.
Signatures(or File > Preferences>Signatures on Mac).
Select Signature as you want to change and click OK to apply changes.

How to Add a Business Card to Your Outlook Signature?

To add electronic business card(vCard) to your Outlook signature enhances your emails with professional touch and gives recipients an easy way to save your contact information. Here’s how to perform it:

Open Microsoft Outlook and navigate to the file.
Click on options then hit on Mail.
Tap on Signatures to open Outlook Signature.
Select an existing signature to modify to create a new Outlook signature.
Click on Business Card and choose Insert Business card.
Tap on the Ok button.
You can insert the business card before or after using your main signature text, depending on your preference.
Combine it with your logo or other visual elements for a polished signature.
Press on Ok to change Outlook Signature.

Best Practices: What to Include in Your Outlook Signature

Always add your name, job title, company name, phone numbers, and add a professional email address so recipients can easily identify and reach you.
Use simple layout, standard fonts, and minimal images to make sure your signature displays correctly on all devices, including smartphones to save and export Outlook signature in HTML if required.

Helpful Questions

How do I Update my Outlook Signature?

To update Outlook signature, navigate to file> options> Mail>Signatures(or File>preferences>Signature on Mac). Select signature as you want to change or create new then click Ok to set Outlook signature.

How do I Add my Signature to my Outlook Email?

In Outlook, Navigate to file>options>Mail>Signatures. Click New to create a signature then enter Name, contact info and any visuals. Assign it to new emails and replies. When composing an email, you can also manually update your signature.

How do I Change my Signature in Outlook on All devices?

Update your signature separately on each platform. For desktop, use file and click on options then press on Mail and hit on Signatures. For Outlook Web, Navigate to Settings and click on Compose and Reply. On Mobile, update Under Account Settings and click on Signatures. Changes aren’t synced across all devices.

Why is My Email Signature Not Updating in Outlook?

Common causes include outdated app versions, cached settings or editing the wrong account. Check your saved changes, if the account is correct then relaunch Outlook. For web or mobile, update signatures separately in each platform setting.

Final Thoughts

In this guide, we will explain all crucial methods to update my Outlook Signature on Web, Mac and Mobiles(IOS and Android). As Outlook signatures contain all valuable information such as name, phone, email, organization logo, address and so more. So, its crucial to update it to maintain transparency with clients.