How to Edit Your Signature in Outlook | Guide for Every Version

You edit your Outlook signature in the app’s Signature settings, but the exact path changes between new Outlook, classic Outlook, Mac, web, and mobile.

The exact steps to edit your signature in Outlook depend on which version you use. Microsoft moved the signature editor from the compose window to a dedicated settings page in the new Outlook for Windows, while classic Outlook and the Mac app keep their own separate dialog boxes. Picking the wrong method is the fastest way to waste time. This guide covers every platform — new Outlook, classic Outlook, Outlook for Mac, Outlook on the web, and the mobile app — so you can update your signature in under a minute.

Why Your Outlook Version Matters First

Before you click anything, check the title bar of your Outlook window. If it says “new Outlook,” follow the Settings path. If it doesn’t, the classic Insert tab method is what you need. The Mac app uses its own preferences window, and the mobile app hides the signature in a single toggle. Using the wrong path leads to frustration.

Editing Your Signature in New Outlook for Windows and Outlook on the Web

Both the new Outlook for Windows app and the web version share an identical settings interface. The signature editor lives under the main Settings menu rather than in a compose window.

1. Click the gear icon (Settings) in the top-right corner.
2. Select Accounts > Signatures.
3. If you have multiple accounts, choose the one you want to edit at the top of the page.
4. Click Add signature to create a new one, or Edit signature next to an existing entry.
5. Use the formatting toolbar to style your text, add a link, or insert a small logo.
6. Under Choose default signature, check the boxes for new messages and replies/forwards.
7. Click Save at the bottom of the editor.

the updated signature appears in your next new message or reply without restarting Outlook.

Editing Your Signature in Classic Outlook for Windows

Classic Outlook stores signatures inside a dialog box that you open from a new email window. This is the version most corporate and long-time Windows users still run.

1. Open a New Email (Ctrl+N).
2. Go to the Insert tab.
3. In the Include group, click Signature > Signatures….
4. Select the signature you want to change from the list, or click New to create one.
5. Edit the text and formatting in the panel on the right.
6. In the Choose default signature section, pick the signature for New messages and Replies/forwards.
7. Click OK to save and close the dialog box.

the signature appears in your draft email window immediately after you click OK.

Editing Your Signature in Outlook for Mac

On macOS, the signature settings live inside the app’s main preferences. The steps vary slightly depending on whether you use a subscription or standalone version.

1. In the menu bar, click Outlook > Settings (or Preferences in older versions).
2. Click Signatures.
3. Select an account on the left, then click the + to add a signature or select an existing one from the list.
4. Edit the content in the preview pane on the right.
5. Check whether to Automatically insert signature in new messages, forwarded messages, or both.
6. Close the preferences window — changes save automatically.

the updated text shows in your compose window the next time you start a new message.

Editing Your Signature in the Outlook Mobile App

The mobile signature is a single text block shared across all accounts on your device. It supports basic text formatting but no images.

1. Open the Outlook app on your iPhone, iPad, or Android device.
2. Tap your profile picture or the hamburger menu in the top-left corner.
3. Tap the gear icon (Settings).
4. Tap Signature under the Mail section.
5. Replace the default “Get Outlook for iOS” text with your own message.
6. Tap Save in the top-right corner.

the old signature is replaced in your next composed message on that device.

For the complete official documentation covering all versions, see Microsoft’s official guide for editing Outlook signatures.

Quick Reference: Where to Find Signature Settings

3 Common Outlook Signature Mistakes

Even with the correct menu path, a few small errors can stop your signature from appearing.

Not clicking Save in new Outlook

The new Outlook interface does not auto-save signature edits. If you close the window without clicking Save, all your changes are lost.

Forgetting to set the default in classic Outlook

Editing the signature text updates the template, but the signature only attaches to messages when you select it as the default in the Choose default signature section. This step trips up most users switching from the new Outlook back to classic.

Editing the wrong account in the web version

Outlook on the web and the new app both let you manage multiple accounts from one screen. If you edit the signature box without selecting the correct account at the top, the signature won’t appear on the emails you care about.

Common Outlook Signature Mistakes and Fixes

Setting Up Your Signature Correctly

Matching the right settings path to your Outlook version is the only hard part. Once you follow the correct sequence for your platform — Settings path for new Outlook and web, Insert tab for classic, Preferences for Mac, and the gear icon for mobile — the process takes under two minutes. Check your default assignment and click Save before closing, and your signature will appear reliably on every message you send.