How to Change Your Email Signature in Outlook: A Step-by-Step Guide

  • October 2, 2023
  • Written by:
  • James
  • Reading Time: 7 minutes

Are you looking to give your emails a more professional touch or simply update your contact information? Changing your email signature in Outlook can help you achieve just that. If you want to know how to change signature in Outlook, In this guide, we’ll walk you through the process step by step, ensuring you can customize your signature effortlessly.

[Also Read: Outlook Signature Not Working]

Why Is Your Email Signature Important?

Before we dive into the how-to, let’s understand the significance of your email signature. It serves as your virtual business card, providing recipients with essential information about you and your organization. A well-crafted email signature can leave a lasting impression, enhance your credibility, and promote your brand.

Step 1: Open Outlook

To change signature in Outlook, the first step is to open Microsoft Outlook. Ensure you are using the version that corresponds to your needs, whether it’s Outlook for Windows, Outlook for Mac, or the web-based Outlook 365.

Step 2: Access the Settings

Once you have Outlook open, click on the “File” tab in the top-left corner of the window. In the dropdown menu that appears, select “Options.”

Step 3: Choose Mail

In the Outlook Options window, a list of categories will appear on the left. Click on “Mail” to access email-related settings.

Step 4: Create or Modify Your Signature

Scroll down until you find the “Compose messages” section. Here, you’ll see an option labeled “Signatures.” Click on it to open the email signature editor.

Step 5: Select the Email Account

If you have multiple email accounts set up in Outlook, make sure to choose the one for which you want to change the signature. You can do this by selecting the appropriate account from the dropdown menu labeled “E-mail account.”

Step 6: Edit Your Signature

Now comes the fun part – editing your signature. In the “Edit signature” text box, you can create or modify your signature. You have the flexibility to include various elements such as your name, job title, contact information, company logo, and even a promotional banner.

Step 7: Format Your Signature

Outlook provides formatting options to help you customize your signature’s appearance. You can change the font, size, color, and style to match your preferences or align with your brand’s visual identity.

Step 8: Set Default Signature Options

If you want your signature to appear automatically in every email you send, ensure the “Automatically include my signature on new messages I compose” option is checked. You can also choose to include your signature in replies and forwards by selecting the appropriate options.

Step 9: Save Your Signature

Once you are satisfied with your signature’s design and settings, click “OK” to save your changes.

Step 10: Test Your Signature

Before you start sending emails with your new signature, it’s a good practice to test it out. Compose a new email and verify that your signature appears as intended.


Changing your email signature in Outlook is a simple yet impactful way to enhance your professional image and convey important information to your email recipients. Follow these steps, and you’ll be well on your way to crafting the perfect email signature.

Frequently Asked Questions (FAQs)

1. Can I have multiple signatures in Outlook for different email accounts?
• Yes, you can create and customize different signatures for each email account you have set up in Outlook.

2. Can I use HTML formatting in my email signature?
• Absolutely! Outlook allows you to use HTML formatting to create more visually appealing signatures.

3. Is it possible to include an image, such as my company logo, in my signature?
• Yes, Outlook enables you to insert images, including logos, into your email signature.

4. Do I need to change my signature for each email, or can Outlook do it automatically?
• Outlook can automatically include your signature in new emails, replies, and forwards once you set it up in the options.

Now that you know how to change signature in Outlook, you can personalize your emails and make a memorable impression with every message you send.

Written By

  • James
  • My name is David Wayne, and I work as a technical support specialist for the online industry. In the last 7 years, I have fixed a variety of email issues, such as Outlook server errors, Outlook send receive errors, Outlook working offline problems and etc. So if you are facing these types of problems, please do not hesitate to contact us without any hesitation.

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