How to Edit Your Email Signature in Outlook | Change It Fast

To edit your email signature in Outlook, open the correct signature settings for your version — new Outlook uses Settings > Accounts > Signatures, classic Windows Outlook uses File > Options > Mail > Signatures, and Mac Outlook places it under Outlook > Settings > Signatures.

Opening Outlook and realizing the wrong phone number, old title, or a broken link is floating under every email you send is a small annoyance that adds up fast. The fix is a few clicks, but picking the wrong menu path wastes time because Microsoft split signature settings across four different apps. One wrong tap sends nothing to change — the working route depends on which Outlook you actually run.

Which Outlook Menu Opens Your Signature Settings?

The single biggest source of frustration is looking in the wrong menu. Each version of Outlook hides its signature editor in a different spot, and the old Windows path does nothing inside the new app.

• New Outlook for Windows & Outlook on the web: Open Settings (gear icon), then AccountsSignatures.[1]
• Classic Outlook for Windows (desktop): Click File > Options > Mail > Signatures.[1][5]
• Outlook for Mac: Go to Outlook > Settings (or Preferences) > Signatures.[2][4][8]
• Outlook for iPhone/iPad: Tap your profile icon or the menu area, then the gear icon, and scroll to Signature.[3]

Editing a Signature Step by Step: New Outlook for Windows

Microsoft’s redesigned Outlook uses a web-style settings panel. The signature editor lives inside the account section rather than the old menu tree.

1. Open Settings (the gear icon in the top-right corner of the window).
2. Select Accounts then choose Signatures.[1]
3. If you have multiple email accounts linked, make sure the correct account is selected at the top — signatures are stored per account, not globally.[1]
4. Click Edit signature next to the signature you want to change, or click Add signature to build a new one from scratch.[1]
5. Type or paste your updated signature text, format it with the toolbar (font, size, color, links, or images), and decide whether it applies to new messages, replies and forwards, or both.[1]
6. Click Save. The new signature is immediately active for any email you compose next.[1]

Editing a Signature Step by Step: Classic Outlook for Windows

If your Outlook still shows the traditional ribbon with a File tab, you are using the classic desktop app. The path here is different but equally straightforward.

1. Click File > Options > Mail > Signatures.[1][5]
2. Select the existing signature you want to edit from the list on the left, or click New to create a signature from a blank canvas.[5]
3. Edit the text in the editor pane, apply formatting, and optionally assign it as the default for new messages or replies and forwards at the bottom of the dialog.[1][5]
4. Click OK. Your changes are saved and tied to the account you selected.

When composing a new email in classic Outlook, you can also insert a saved signature manually from the Message tab by clicking Insert > Signature.[1]

Editing a Signature on Outlook for Mobile

The Outlook iPhone and iPad app keeps its own signature settings entirely separate from the desktop or web versions. Changes you make on one device do not sync to the other.

1. Open the Outlook app and tap your profile icon or the menu icon in the top-left corner.
2. Tap the gear icon to open Settings.
3. Scroll down until you see Signature and tap it.[3]
4. Delete or edit the existing text. The app may show a default “Get Outlook for iOS” signature — that placeholder is yours to replace.[3]
5. Tap the checkmark in the top-right corner to save.[3]

Editing a Signature on Outlook for Mac

Mac Outlook uses a preferences-style settings panel. The editor supports rich formatting, including pictures, clickable links, and even small tables if your email clients render them well.[4]

1. Open Outlook and go to Outlook > Settings (or Preferences in older versions) > Signatures.[2][4][8]
2. Click the + sign to add a new signature, or select an existing signature from the list to edit it.[2][4][8]
3. Type your signature text into the right-hand panel and use the formatting toolbar to change the font, color, size, or add hyperlinks and images.[4]
4. Close the editor window — changes save automatically.[4][8]
5. To apply this signature to an email you are composing, click the Signature dropdown on the message ribbon and select the right one.[4]

What Can You Include in an Outlook Signature?

The editor available in each version determines what you can add, but most platforms support the core formatting you would expect for a professional email footer.

• Text formatting: Font type, size, color, bold, italic, and underline are standard across all versions.[1][4][5]
• Hyperlinks: You can add clickable links to your company website, social profiles, or portfolio pages in Windows, Mac, and web Outlook.[4]
• Images: Outlook for Mac and Windows classic support embedded images such as a company logo or photo — resizing options vary by version.[4]
• Tables: Supported in Outlook for Mac and some classic Windows versions, but the final appearance depends on how the recipient’s email client renders it.[4]

Three Mistakes That Trip People Up

Even with the correct menu path, a few predictable errors can make the change seem broken when it is not.

• Editing the wrong account. If you manage two email addresses inside Outlook, signatures in the new app are tied to whichever account is selected at the top of the Signatures screen. Double-check that you are editing the account that sends your mail.[1]
• Forgetting to save before closing. New Outlook requires an explicit Save click — closing the settings panel without saving discards the edit.[1] Mac Outlook saves on close, but Windows classic needs the OK button.[4][5]
• Expecting mobile changes to show up on desktop. Microsoft does not sync signatures between devices or apps. Changing your signature on the iPhone app does nothing to the signature stored in Outlook for Windows or Mac, and vice versa.[1][3]

Quick Checklist: Get Your Signature Right in Two Minutes

Use this step flow to confirm your change actually took effect, whether you are on Windows, Mac, or mobile.

1. Open the correct signature settings for your Outlook version: Settings > Accounts > Signatures (new), File > Options > Mail > Signatures (classic), Outlook > Settings > Signatures (Mac), or gear icon > Signature (iPhone/iPad).
2. Select the signature you need to edit — if you have multiple, pick the one tied to the account that sends your email.
3. Make a single test change, like updating one phone digit or swapping a link, and save or close the editor.
4. Open a new blank message and look at the signature preview. If the signature does not show automatically, check the default signature assignment in the same settings panel.[1][5]
5. Send a brief test email to yourself to verify the signature renders correctly on the receiving end.

That test take three minutes and catches virtually every signature failure before it goes live to a client or colleague.