How to change your email signature in Gmail, Outlook, Apple Mail and more

How to change email signature depends on your mail app, but the pattern is always the same: open settings, find the signature section, edit the text, save. The table below sends you to the exact route for ten apps. Every route was checked against the app maker’s own help page in October 2026, including Gmail, Outlook, Apple Mail on Mac, Yahoo Mail and Zoho Mail.

Pick your app

App	Where to change the signature
Gmail on a computer	Settings, See all settings, General, Signature, then Save Changes
New Outlook and Outlook on the web	Settings, Accounts, Signatures, the Edit signature button, Save
Classic Outlook for Windows	File, Options, Mail, Signatures, Save, OK
Outlook for Mac	Outlook, Settings, Mail, Signatures, Edit
Apple Mail on a Mac	Mail, Settings, Signatures tab
Apple Mail on iPhone	Settings, Apps, Mail, Signature
Yahoo Mail	More options icon, Settings, Writing email
Zoho Mail	Settings icon, Signatures
Proton Mail	Settings, All settings, Identity and addresses, Display name and signature

The details for each app follow.

How to change email signature in Gmail

1. Open Gmail and select Settings at the top right, then See all settings.
2. On the General tab, scroll to Signature and select the signature you want to change.
3. Edit the text in the box. Google says you can format it by adding an image or changing the text style.
4. To rename it, select the Edit icon next to the name.
5. Select Save Changes at the bottom of the page.

Google’s page gives two limits worth remembering: up to 10,000 characters per signature, and images count towards that total. If Gmail shows an error, it suggests resizing the image. For more detail, see changing a signature in Gmail.

If you send from several addresses with the “Send mail as” feature, a drop-down above the signature box lets you set a different signature for each address. Miss that and one address keeps the old signature. While you write a message, Insert signature at the bottom of the window swaps in a different one.

How to change email signature in Outlook

Outlook has the most variations, so we gave it a separate guide: how to change email signature in Outlook, which has a chooser for new, classic, web and Mac. In short: new Outlook and the web use Settings, Accounts, Signatures and the Edit signature button. Classic Outlook uses File, Options, Mail, Signatures. Mac uses the Outlook menu, then Settings.

Apple Mail on a Mac

On a Mac, open Mail and choose Mail, then Settings, then the Signatures tab. The window has three columns: accounts on the left, the signature list in the middle, and the editing area on the right. Select the signature and change it on the right.

Apple’s page adds a few options:

• You can drag images into the editor, or drag your card in from the Contacts app.
• Always match my default message font keeps the signature in line with your message font setting, so it affects how formatting looks.
• Place signature above quoted text controls where it sits in a reply.
• Signatures sync between your Macs through iCloud Drive when iCloud Drive and Mail are both switched on in iCloud settings.

One trap: if you create a signature while All Signatures is selected, you have to drag it onto an account before it is used.

Apple Mail on iPhone

Open Settings, tap Apps, tap Mail, then tap Signature (below Composing). Tap the text field and edit. Apple says you can use only text in Mail signatures on iPhone, so a logo built on a computer will not appear there. If you have more than one account, tap Per Account to give each its own. Our iPhone guide goes further.

Yahoo Mail

In Yahoo Mail on a desktop browser, select the More options icon, then Settings, then Writing email. Use the toggle to turn the signature on or off, and edit the text in the box. Yahoo’s page says you can set individual signatures for each mail username you added to your Yahoo account, whatever the provider. The page does not state character limits, so we do not quote any. See also adding a signature in Yahoo Mail.

Zoho Mail

Select the Settings icon, then Signatures. Zoho’s page describes creating a signature with the + icon, naming it, formatting it and selecting Save, and says you can link signatures to different “From” addresses. It also lists the image formats that work in a signature: GIF, JPG, JPEG, BMP and PNG. Administrators can lock signatures so users cannot edit them, and locked ones show a lock icon. If yours will not change, ask your admin. More in our Zoho Mail guide.

Proton Mail

Sign in at account.proton.me, then select Settings, All settings, Identity and addresses. Scroll to Display name and signature, edit, and select Update. Proton says a toolbar under the field styles text and lets you add images, lists and quotes. It also warns that recipients need to have remote content loading enabled to see images in your signature. With several addresses, use the address selector to set a different signature for each. See Proton Mail signature for more.

The universal change checklist

A common reason an old signature keeps appearing is a copy you did not edit. Work through this list after any change, in the app you used and in every other place a copy lives.

Where a copy can live	What the vendors’ pages say
Each account	Outlook, iPhone Mail and Yahoo all let you keep a different signature per account or username
Each address	Gmail’s “Send mail as”, Zoho’s “From” address links and Proton’s address selector are per address
Each device	Microsoft says classic Outlook signatures are stored locally on the device where they were created
Each Outlook product	Microsoft says that with a Microsoft account you create a signature in both Outlook and Outlook on the web
Each phone	Apple’s iPhone Mail signature is its own setting and takes text only
Admin-locked accounts	Zoho admins can lock signatures against user edits

After you edit: send a test to yourself and a second address, from each account and address, on a computer and a phone. It takes five minutes and catches the stale copies. If the new text does not appear at all, read why a signature is not showing.

A better habit for teams

Everything above is edited by hand, one person and one app at a time. When the change is a new phone number, a new logo or a rebrand, a team of twenty will update at twenty different speeds. The honest options are a central tool that writes into mailboxes, or a shared design that each person installs again. emailfooter does the second: you change the layout or logo once, and each person opens their link, checks their details and follows steps for their own mail app. It does not write into mailboxes and it is English-only for now. Here is an updated design, drawn by emailfooter, that someone might paste after a rebrand:

Classic layout with a photo. The company and person are made up.

Frequently asked questions

How do I change my email signature?

Open your mail app’s settings, find the signature section, edit and save. Use the table near the top of this page to find the route for your app.

Why did my email signature not change after I edited it?

You may have edited one copy and sent from another. Check the account or address, the device, and, for Outlook, whether you edited the app or the browser version.

How do I edit an email signature on my phone?

Phones have their own setting. On iPhone it is Settings, Apps, Mail, Signature. Gmail and Outlook apps have their own settings as well.

Can I change an email signature for everyone in the company at once?

Not from a mail app’s settings. You need an admin tool or a shared design that each person installs again.

Can I change the signature on a single email?

Yes. Gmail has Insert signature at the bottom of the compose window, and the Outlook versions let you insert a signature by hand from the message window.