How to Change Signature on Microsoft Outlook

  1. Open Outlook on your computer.
  2. Click “File” at the top left corner.
  3. Select “Options” from the drop-down menu.
  4. Choose the “Mail” tab from the left-hand side panel.
  5. Under “Create/modify signatures for messages,” you can make a new signature or edit an existing one.
  6. Click “New” to create a new signature, and customize with font size, style, and color.
  7. To edit an existing signature, select it and click “Modify.”
  8. Once you’ve created/edited your signature, go to “Choose default signature.”
  9. Select your signature for “New messages” and “Replies/forwards” from the drop-down menus.
  10. Click “OK” to save your changes.

Make your emails stand out with a personalized signature!

Overview of Microsoft Outlook signatures

Microsoft Outlook signatures are a must-have for professional communication. They include important info about the sender, like contact info and job title. Plus, you can customize them to show off your personal style and brand. It’s essential to make a great signature that leaves a lasting mark.

To change your signature in Microsoft Outlook, here’s what to do:

  1. Open Outlook and select “File” in the top left corner.
  2. Choose “Options” from the drop-down menu.
  3. In the new window, click on “Mail” and go to “Signatures”.
  4. Here you’ll find options to create and edit signatures.

When making or editing a signature, you have many formatting options. Change the font, size, and color to personalize it. Plus, add images or logos for visual appeal.

You can also create multiple signatures for different purposes. For example, one signature for professional emails and another for personal. Just make multiple signatures and assign them to different email accounts or message types.

Make use of the Microsoft Outlook signature feature to show your professionalism and uniqueness in emails. Don’t miss out on the chance to create a memorable imprint on your recipients.

Step 1: Accessing the signature settings in Microsoft Outlook

Accessing signature settings in Microsoft Outlook is essential to personalize your emails. Follow these instructions to navigate the options and make desired changes to your signature.

  1. Open Microsoft Outlook.
  2. Click the “File” tab at the top left corner.
  3. From the drop-down menu, select “Options.”
  4. In the new window, choose “Mail” from the left-hand side panel.
  5. Scroll down until you find “Create or modify signatures for messages.”
  6. Click the “Signatures…” button.

This is your chance to unleash creativity and make a lasting impression with a unique and professional email signature. It’s user-friendly; allowing more control to customize signatures effectively and efficiently.

Since its earliest versions, signature settings in Outlook have been an integral part of the application. Technology and user demands have led to advancements in how signatures are created and managed. This development reflects Microsoft’s commitment to provide users with a seamless and personalized email experience.

Step 2: Creating a new signature

  1. Open Outlook and click the “File” tab at the top left corner.
  2. Select “Options” from the dropdown menu.
  3. In the left sidebar, click “Mail” to open mail settings.
  4. Scroll down until you find “Create or modify signatures for messages.”
  5. Click the “Signatures” button and a new window will appear.
  6. Click “New” and give it a name.
  7. Type your desired signature in the text box and format it with fonts, sizes, colors and styles.
  8. You can add images or hyperlinks using the appropriate icons.
  9. Once done, click “OK” to save it.

Tip: Make your signature concise and professional. Avoid too much info or graphics.

Step 3: Setting the default signature

Setting a default signature in Microsoft Outlook is essential for professional and consistent emailing. Here’s how to do it:

  1. Launch Microsoft Outlook on your computer.
  2. Access the Signature Options: Click ‘File’ at the top left corner of the screen and select ‘Options.’ Then go to ‘Mail’ in the sidebar menu and click ‘Signatures.’
  3. Customize Your Signature: In the Signatures tab, pick the email account for which you want to set a default signature. If you haven’t created a signature yet, click ‘New’ to make one. Edit or create your preferred signature with various formatting options like font style, size, color, and alignment.
  4. Set Default Signature: Once you have customized your signature, go to the ‘Default Signature’ section. Select the email account from the drop-down menu and make this signature the default for new messages and replies/forwards. Click ‘OK’ to save.

By following these steps, you can easily set a default signature in Microsoft Outlook that will be included in all outgoing emails automatically. Microsoft Outlook also allows you to have different signatures for each email account if needed. This is very useful for managing multiple accounts or representing different brands within one app.

Fact Source: According to Microsoft Support Documentation

Step 4: Saving and applying the changes

To apply the changes you made to your Microsoft Outlook signature, here’s what you need to do:

  1. Go to the “File” tab of Microsoft Outlook.
  2. From the drop-down menu, choose “Options”.
  3. In the Outlook Options window, click “Mail” on the left.
  4. Under “Create or modify signatures for messages”, click “Signatures…”.
  5. In the Signatures and Stationery window, select the signature you want to save.
  6. Hit “OK” to save and apply it to your emails.

Your signature is now set! It’ll be consistent in your communication and present a professional image.

Pro Tip: Use plain text formatting instead of rich text or HTML formatting for the best results across different devices and email clients.


Changing your signature in Microsoft Outlook is easy! Follow the instructions provided to update your signature quickly. But, there are lesser-known tips that can make your signature even better.

  • Consider adding a professional photo. This adds a personal touch and makes a lasting impression.
  • Also, include social media icons. This helps recipients connect with you on different platforms.
  • Plus, interactive elements like clickable links and call-to-action buttons are very useful. You can direct people to relevant websites or landing pages.
  • HTML formatting can make your signature look great, too.

Be sure to keep any links in your signature up-to-date. Reviewing and updating your signature is important for professionalism and relevance.

By using these suggestions, you can make your Microsoft Outlook signature stand out. Get creative and find a balance that represents you or your brand.

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