How to Change Signature in Microsoft Outlook 365

Outlook 365 is a powerful email client. It lets users manage emails, calendars, and contacts. An important feature is adding and changing signatures. This article explains how to do it in Outlook 365.

  1. Open “File” in the top left corner.
  2. Then choose “Options”.
  3. Select “Mail” from the left-hand panel.
  4. Under “Mail”, you’ll find “Signatures”. Click on it to view and manage them.

You can create individual signatures or one default one for all accounts. Select the signature you’d like to modify. Make the changes in the text editor below. Add your name, job title, contact info, or anything else that suits you.

Click “OK” when you’re done. The updated signature will be automatically applied to all outgoing emails.

Why is a signature important in Microsoft Outlook 365?

Signatures have major importance in Microsoft Outlook 365. They serve as a personal representation and help build trust among recipients. Include contact info, job title, and company logo in your signature. It will look better and leave a lasting impression.

Signatures let you have consistent branding across digital communications. Add phone numbers, social media links, and website URLs and make it easier for people to connect with you. Also, customizing your signature for different emails or client interactions can be useful.

An example: A sales rep crafts a great email pitch but if there’s no signature with credentials and contact info, he could miss out on potential clients. Signatures are crucial for leaving a memorable impression and helping with communication.

Steps to change a signature in Microsoft Outlook 365

Poor Sarah was stuck with an outdated signature, causing her clients confusion. She knew she had to take action! She googled and discovered how easy it was to change her Microsoft Outlook 365 signature.

So she clicked the “File” tab at the top left corner of the screen. From the drop-down menu, she selected “Options” to open the Outlook Options window. Then, she clicked on “Mail” in the left-hand column. Scrolling down, she found the “Create or modify signatures for messages” option and clicked it.

Next, she chose the email account she wanted to change the signature for. Then, she clicked “New” and named her new signature. In the editing box, she typed her desired signature text, including her name, job title, phone number, website, and any other relevant contact info. She customized the font style and size with the available options in the formatting toolbar.

To add a professional touch, Sarah also included an image or logo to her signature by clicking the picture icon in the formatting toolbar.

With her new signature in place, Sarah felt confident that her clients were receiving the most up-to-date contact information. Her thoughtfulness paid off, and her clients were impressed. The relationships between Sarah and her clients only grew stronger from there.

Tips for creating an effective signature

Creating a great email signature is essential for professional communication. Here are some tips to get you started:

  1. Keep it short: Include only your name, title, company, and contact info.
  2. Stay consistent: Use the same font, style, and size for all devices.
  3. Include links: Add links to social media profiles or website.
  4. Add a personal touch: Include a quote or slogan that reflects you or your brand.

Also, make sure your signature looks good. Use proper formatting and spacing. Don’t clutter it with too much info or images.

Don’t forget to update your signature regularly with any changes in contact details or job role. With these tips, you’ll create an impressive email signature that will leave a lasting impression.

John, a sales manager, learned this lesson the hard way. He used a generic signature without any personal touches. But once he added his LinkedIn profile link and an inspiring quote, he saw an increase in engagement from potential clients. A small change made a big difference for his communication strategy.

Benefits of a well-designed signature in Microsoft Outlook 365

A Microsoft Outlook 365 signature can offer multiple advantages for professional comms. Let’s look at some of them:

  • Professionalism: A quality signature gives emails a more polished, trust-worthy appearance.
  • Branding: Include a logo and contact info to reinforce your brand.
  • Contact details quickly: Recipients find contact info in one look.
  • Promotion opportunities: Feature events or promotions to drive engagement.
  • Multimedia integration: Images, icons, videos – make an impression.
  • Consistent across platforms: Consistent branding & info across devices.

Moreover, a well-designed signature can help make emails more efficient.

Pro Tip: Make sure the signature is clear, concise and visually appealing. Align elements well and choose fonts and colors that fit your brand.


Wrapping up, changing your Microsoft Outlook 365 signature is a simple process that boosts your professional image. Just follow the steps listed and you can personalize your signature to reflect your style and brand.

It’s important to note that this changes your signature in both future and past emails. That way, all your emails are consistent and professional.

Also, take advantage of the options available to make your signature special. Include your job title, contact details, or even a quote that reflects your values or personality. This touch will leave a positive impact.

Let me tell you a story. Sarah, a marketing exec, had trouble connecting with potential customers through cold emailing. After updating her signature with a striking tagline and link to her LinkedIn, she got a lot of great responses. Her signature looked more professional and helped her close several deals.

Remember, an effective signature is simple and relevant to your goals. Take the time to create a genuine representation of yourself, and recipients will remember your emails.

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