A Step-by-Step Guide to Changing Your Signature in Outlook

Written by: Better Ask Me



Time to read 2 min

Having a professional and customized email signature is essential for creating a lasting impression in your business communications. In this article, we will walk you through the simple steps to add or change your signature in Microsoft Outlook, ensuring your emails have a personal touch that reflects your brand or individuality.


5 easy steps how to change your signature in Outlook

Step 1: Launch Outlook and Access Signature Settings

  1. Open Microsoft Outlook on your computer.
  2. Click on the "File" tab in the top-left corner of the screen.
  3. From the menu that appears, select "Options" to open the Outlook Options window.
  4. In the Outlook Options window, choose the "Mail" tab from the left-hand sidebar.

Step 2: Create a New Signature

  1. In the Mail tab, locate the "Create or modify signatures for messages" section.
  2. Click on the "Signatures..." button to open the Signatures and Stationery window.
  3. In the Signatures and Stationery window, click on the "New" button to create a new signature.
  4. Provide a name for your new signature and click "OK".

Step 3: Customize Your Signature

  1. With your new signature selected, use the text editor in the Edit Signature section to customize your signature's content.
  2. You can include your name, job title, company name, contact information, and any other relevant details. Feel free to add formatting, colors, images, or links to enhance the visual appeal and functionality of your signature.
  3. Utilize the formatting toolbar at the top of the text editor to make adjustments, such as font style, size, alignment, and adding hyperlinks.
  4. If desired, you can also include a business logo or headshot by clicking on the image icon and selecting the appropriate image file from your computer.

Step 4: Assign the Signature to Email Accounts

  1. In the Signatures and Stationery window, use the drop-down menus under "Choose default signature" to assign the new signature to different email accounts or message types (e.g., new messages, replies/forwards).
  2. Select the appropriate email account and message type combination for your signature from the drop-down menus.
  3. If you have multiple signatures created, ensure you select the correct one for each email account and message type combination.

Step 5: Save and Apply Changes

  1. Once you have finished customizing your signature and assigning it to the desired email accounts, click "OK" to save your changes and exit the Signatures and Stationery window.
  2. Back in the Outlook Options window, click "OK" again to save all your settings.
  3. From now on, whenever you compose a new email or reply to a message, your new signature will automatically be inserted according to your assigned preferences.

By following these straightforward steps, you can easily add or change your email signature in Microsoft Outlook, enabling you to create a professional and personalized touch to your email communications. Take advantage of this feature to showcase your brand, provide essential contact information, and leave a lasting impression on your recipients.

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