How To Change Email Signature in Outlook – Extensive Guide

Email signatures are a vital component of professional communication, serving as a digital business card that encapsulates your identity, role, and contact information. They not only convey professionalism but also provide recipients with essential details and additional resources about you or your organization, facilitating better networking and brand consistency across all email correspondences.

This guide specifically focuses on Microsoft Outlook, a widely used email client, detailing how users can customize their email signatures to enhance their professional image and ensure consistency in their digital communications.


Accessing Outlook Settings – Desktop

  1. Open Microsoft Outlook on your desktop.
  2. Click on “File” in the top left corner of the application.
  3. From the sidebar, select “Options” to open the Outlook Options dialog box.
  4. In the Options dialog, click on “Mail” in the list on the left.
  5. Under the “Compose messages” section, click on the “Signatures…” button to access the email signature settings.


Accessing Outlook Settings – Web Version

  1. Go to the Outlook web version and log in.
  2. Click on the gear icon in the top right corner to open the Settings menu.
  3. In the “Search Outlook settings” bar, type “Email signature” and select the suggested option.
  4. The Email signature settings page will open, allowing you to create or modify your signatures.


Creating a New Email Signature

  1. In the Email Signature settings (accessed from Outlook desktop or web version as described earlier):

   – For Desktop:

  1. Click “New” to create a new signature.
  2. Name your signature for easy identification.
  3. In the edit box, compose your signature.

   – For Web Version:

  1. Directly start typing in the provided text box to create your signature.
  2. Customize your signature by adding your name, job title, company, contact information, and any other relevant details.
  3. Use the formatting tools to adjust the font, size, colour, and alignment of your text.
  4. To add hyperlinks, highlight the text you want to link and click the hyperlink button, then enter the URL.
  5. To insert an image, such as a logo, click the image icon and upload the file from your computer.
  6. Once you are satisfied with your signature, click “OK” or “Save” to apply the changes.


How to Find and Edit Signatures

Desktop Application

  1. Open Outlook and go to “File” > “Options”.
  2. In the Outlook Options dialog box, select “Mail” and then click on “Signatures…”.
  3. Choose the signature you want to edit from the list and make your changes in the edit box.

Web Version

  1. Log in to the Outlook web app and click on the gear icon for Settings.
  2. Search for “Email signature” in the Settings search bar and select it.
  3. You will see your existing signature in the text box. Edit it directly here.


Formatting Your Signature

Adding Text Styles (Bold, Italics)

Desktop Application

  1. In the signature editor, select the text you wish to style.
  2. Use the formatting toolbar to apply bold, italics, or other styles.

Web Version

  1. Highlight the text in the signature text box.
  2. Choose the desired formatting options (bold, italics) from the toolbar.


Inserting Hyperlinks

Both Desktop and Web Version

  1. Highlight the text you want to make clickable.
  2. Click the hyperlink icon (looks like a chain link).
  3. Enter the URL you wish to link to and click “OK” or “Insert”.


Adding Images or Logos

Desktop Application

  1. Place the cursor where you want the image or logo.
  2. Click the image icon in the formatting toolbar.
  3. Browse and select the image file from your computer. Click “Insert”.

Web Version

  1. Similar to the desktop version, click the image icon in the toolbar.
  2. Upload the image from your computer.


Setting Default Signatures

For New Emails

Desktop Application

  1. In Outlook, navigate to “File” > “Options” > “Mail” > “Signatures…”.
  2. Choose the signature you want to set as default for new emails from the drop-down menu under “Choose default signature”.
  3. Select the default signature for “New messages” and click “OK”.

Web Version

  1. In the Outlook web app, access the Email signature settings as previously described.
  2. Ensure that the desired signature is set as the default in the text box.
  3. There might not be a specific setting to designate a default signature for new emails, but the signature saved will be automatically applied to new messages.


For Replies and Forwards

Desktop Application

  1. Follow the same steps as for setting the default signature for new emails.
  2. Under “Choose default signature”, select the signature for “Replies/Forwards” from the drop-down menu.
  3. Click “OK” to save the changes.

Web Version

  1. Similarly, there might not be a distinct setting for replies and forwards.
  2. The signature saved in the Email signature settings will be applied to replies and forwards by default.


In conclusion, crafting a compelling email signature is a simple yet powerful way to enhance your professional image and streamline your communication efforts. By following the steps outlined in this guide, you can create a signature that not only provides essential contact information but also reflects your brand identity and reinforces your credibility. Remember to keep it concise, visually appealing, and regularly updated to ensure relevance. Whether you’re using Microsoft Outlook’s desktop application or web version, optimizing your email signature will leave a lasting impression on your recipients and contribute to more effective correspondence in the digital realm.

About Author