How to Edit Your Signature in Outlook? : A Step-by-Step Guide

Last Updated on August 14, 2023 by Amit Bansal

When it comes to email communication, having a professional signature is crucial.

Whether you’re sending an email to your colleagues or clients, your signature can leave a lasting impression.

If you’re using Microsoft Outlook, editing your signature is a quick and easy process. In this article, we’ll guide you through the steps to edit your signature in Outlook.

Understanding Outlook Signatures Before we dive into the steps to edit your signature in Outlook, it’s important to understand

What an Email Signature is?

An email signature is a block of text that is automatically added to the end of an email message. It typically includes your name, job title, contact information, and any other relevant details.

Having a well-designed signature can help you establish your brand and make a professional impression on your recipients.

Accessing Outlook Settings To edit your signature in Outlook, you must first access the settings menu.

This can be done by clicking on the File tab at the top left corner of your screen. From there, select Options and navigate to the Mail section.

In the Mail section, you’ll see an option for Signatures. Click on this option to access the signature settings.

Understanding Outlook Signatures

Outlook signatures are a great way to add a personal touch to your emails.

They are a block of text that appears at the end of your emails and can include your name, job title, contact information, and more.

In this section, we will discuss the purpose of signatures and the different types of signatures available.

Purpose of Signatures

The purpose of signatures is to provide your email recipients with important information about you or your company.

They can help establish your credibility, provide contact information, and make it easier for people to get in touch with you.

Signatures can also be used to promote your brand by including your company logo or tagline.

Types of Signatures

There are three types of signatures in Outlook: default signatures, custom signatures, and email signatures.

Default Signatures

Outlook comes with several default signatures that you can use right away. These signatures include your name, job title, and contact information.

You can choose from several different designs and customize the font, color, and size of the text.

Custom Signatures

Custom signatures are created by you and can include any information you want. These signatures are saved on your computer and can be used in any email program.

Custom signatures can be created using Microsoft Word or any other text editor.

Email Signatures

Email signatures are specific to Outlook and are stored on the mail server. They can include images and links and can be customized for each email account you have.

Email signatures can also be set to appear automatically on all new messages or replies.

In the next section, we will discuss the steps to edit your signature in Outlook.

Accessing Outlook Settings

To edit your signature in Outlook, the first step is to access the Outlook settings. To do this, follow these steps:

  1. Launch Outlook on your computer.
  2. Click on the “File” tab in the top-left corner of the screen.
File Tab
  1. In the left sidebar, select “Options“.
  2. On the “Outlook Options” window, select “Mail“.
  3. Scroll down to the “Signatures” section and click on “Signatures“.

Once you have accessed the Outlook settings, you will be able to edit your email signature.

Navigating to the Signature Section

To edit your signature in Outlook, you will need to navigate to the signature section. Here are the steps to do so:

  1. Open Outlook and click on “New Email” to create a new email message.
  2. Click on the “Signature” button under the message tab. If you don’t see the “Signature” button, click on the three dots at the bottom of the toolbar to reveal more options.
  3. Click on “Signatures” in the drop-down menu. This will open the “Signatures and Stationery” dialog box.
Signature

Alternatively, for Outlook Web you can navigate to the signature section by following these steps:

  1. Click on the gear icon in the top right corner of the Outlook window.
  2. Click on “Mail” from the left navigation section.
  3. Then Click on “Compose and reply” in the left-hand menu.
  1. Scroll down to the “Email signature” section and click on it.

Once you have navigated to the signature section, you can begin editing your signature.

Depending on your version of Outlook, you may have different options for formatting your signature.

You can use the available formatting options to change the appearance of your signature, including font style, size, and color.

Remember, you can only have one signature per account. If you have multiple email accounts set up in Outlook, you will need to create a separate signature for each account.

Creating or Editing a Signature

To create or edit your signature in Outlook, follow these steps:

Adding Text

  1. Open Outlook and click on the “File” tab.
  2. Select “Options” and then click on “Mail”.
  3. Click on the “Signatures” button.
  4. In the “Signatures and Stationery” window, click on “New” to create a new signature or select an existing one to edit.
  5. Type the text you want to include in your signature in the “Edit signature” box.
  6. Use the formatting options to change the font, size, color, and style of your signature.
  7. Click “OK” to save your changes.

Incorporating Images

If you want to include an image in your signature, follow these steps:

  1. Open the “Signatures and Stationery” window as described above.
  2. Click on the “New” button to create a new signature or select an existing one to edit.
  3. Click on the “Picture” button and select the image you want to use.
  4. Adjust the size and position of the image as needed.
  5. Click “OK” to save your changes.

Including Hyperlinks

To include a hyperlink in your signature, follow these steps:

  1. Open the “Signatures and Stationery” window as described above.
  2. Click on the “New” button to create a new signature or select an existing one to edit.
  3. Highlight the text you want to turn into a hyperlink.
  4. Click on the “Insert Hyperlink” button.
  5. Type or paste the URL you want to link to.
  6. Click “OK” to save your changes.

By following these simple steps, you can easily create or edit your signature in Outlook to include text, images, and hyperlinks.

Saving and Applying the Signature

Saving the Signature

Once you have edited your signature in Outlook, you will need to save it so that you can use it in your emails. Here are the steps to save your signature:

  1. Click on the “Save” button in the “Signatures and Stationery” window.
  2. Give your signature a name that is easy to remember.
  3. Click on “OK” to save your signature.

Applying the Signature to Emails

After you have saved your signature, you will need to apply it to your emails. Here are the steps to apply your signature:

  1. Open a new email or reply to an existing email.
  2. Click on the “Signature” button in the “Include” section of the ribbon.
  3. Select the signature you want to use from the dropdown list.

You can also set your default signature so that it automatically appears in all new emails or replies. Here are the steps to set your default signature:

  1. Click on the “Default Signatures” button in the “Signatures and Stationery” window.
  2. Select the email account you want to set a default signature for.
  3. Choose the default signature you want to use for new messages and/or replies/forwards.
  4. Click on “OK” to save your changes.

By following these steps, you can easily save and apply your signature in Outlook.

Frequently Asked Questions (FAQs)

How do I edit my signature in Outlook?

To edit your signature in Outlook, you can follow these steps:

  1. Open Outlook and click on “File” in the top left corner.
  2. Click on “Options” and then select “Mail“.
  3. Under “Create or modify signatures for messages“, click on “Signatures“.
  4. Select the signature you want to edit and make the necessary changes.
  5. Click “OK” to save your changes.

How to change the signature in the Outlook app?

To change your signature in the Outlook app, follow these steps:

  1. Open the Outlook app on your device.
  2. Tap on the three horizontal lines in the top left corner.
  3. Tap on the gear icon to open the settings menu.
  4. Scroll down and select “Signature“.
  5. Make the necessary changes to your signature and tap “Save“.

How to change the signature in Outlook Mac?

To change your signature in Outlook for Mac, follow these steps:

  1. Open Outlook and click on “Outlook” in the top menu bar.
  2. Click on “Preferences” and then select “Signatures“.
  3. Select the signature you want to edit and make the necessary changes.
  4. Click “OK” to save your changes.

How do I change my signature in Office 365?

To change your signature in Office 365, you can follow these steps:

  1. Go to the Office 365 portal and sign in.
  2. Click on the gear icon in the top right corner and select “Options“.
  3. Under “Mail“, select “Layout” and then click on “Email signature“.
  4. Make the necessary changes to your signature and click “Save“.

How do I change my signature in Outlook on my iPhone?

To change your signature in Outlook on your iPhone, follow these steps:

  1. Open the Outlook app on your iPhone.
  2. Tap on the three horizontal lines in the top left corner.
  3. Tap on the gear icon to open the settings menu.
  4. Scroll down and select “Signature“.
  5. Make the necessary changes to your signature and tap “Save“.

Why can’t I change my signature in Outlook?

If you are unable to change your signature in Outlook, there could be a few reasons why.

You may not have the necessary permissions to make changes, or there could be a technical issue with your account.

Try logging out and back in or contact your IT department for assistance.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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