How to change your email signature in Outlook (every version)

How to change email signature in Outlook depends on which Outlook you use, and there are four routes. New Outlook and Outlook on the web: Settings, Accounts, Signatures, then the edit button. Classic Outlook: File, Options, Mail, Signatures. Outlook for Mac: Outlook, Settings, Signatures. The steps follow Microsoft’s help pages for Windows and the web and Mac, read in October 2026.

Which Outlook do you have?

Before you try how to change email signature in Outlook, work out which Outlook you use. It is sold in several shapes, and the same name hides different menus. This table matches what you can see to the route you need.

What you see	Version	Where to change the signature
Cog icon at the top, mail in a browser tab	Outlook on the web or Outlook.com	Settings, Accounts, Signatures
Cog icon in the Windows app	New Outlook for Windows	Settings, Accounts, Signatures
Windows app with a ribbon and a File tab	Classic Outlook	File, Options, Mail, Signatures
Mac app, Mail in Settings	Outlook for Mac (current)	Outlook, Settings, Mail, Signatures
Mac app, Email in Settings	Legacy Outlook for Mac	Outlook, Settings, Email, Signatures

Microsoft adds a note on its page: if the steps under the new Outlook tab do not work, you may not be using new Outlook yet, so try the classic steps.

New Outlook and the web: how to change email signature in Outlook

The two share a path.

1. Select Settings, the cog icon.
2. Select Accounts, then Signatures.
3. Select the Edit signature button next to the signature you want to change.
4. Make your changes.
5. Select Save.

If you want a changed signature to be used automatically, check the boxes under the editor for new messages, and for replies and forwards. Microsoft’s page describes those boxes in the create steps. For a full walk-through, see adding a signature in new Outlook.

Classic Windows app: how to change email signature in Outlook

1. Select File, then Options, then Mail, then Signatures.
2. Select the signature you want to edit.
3. Make your changes in the Edit signature box.
4. Select Save, then OK.

To change which signature is used for new messages and for replies and forwards, use the two drop-downs under Choose default signature in the same window. Our classic Outlook guide explains why the very first email after setup can still go out bare.

How to change email signature in Outlook for Mac

1. On the Outlook menu, select Settings.
2. Under Mail, select Signatures.
3. Under Signature name, select the signature, then select Edit.
4. Update the signature and close the Signatures window.

Microsoft’s page describes this for the current version. For legacy Outlook for Mac, the page gives creation steps under Email, Signatures but no separate edit steps, so open that same window and select the signature you want. A note at the top of the page says support for legacy Outlook for Mac ends in October 2026.

Common edits and where to make them

However you reach the editor, how to change email signature in Outlook usually means one of four edits:

• Swap the logo. In classic Outlook, select the Image button, find the file and select Insert. Right-click the picture and choose Picture to resize it, with Lock aspect ratio ticked. In Outlook for Mac, select See more items … and add a photo, logo or picture.
• Change a link. In Outlook for Mac, choose Link, then type the Text to Display and the Address, and select OK.
• Switch the default. Classic Outlook uses the New messages and Replies/forwards drop-downs. New Outlook and the web use checkboxes. Outlook for Mac uses For new messages and For replies or forwards.
• Rename it. The name is only for you. Microsoft says to give each signature a distinct name, which matters once you keep an internal and an external version.

After you change your Outlook signature: the checklist

Knowing how to change email signature in Outlook is the easy part. The mistakes happen around it. Go through these in order:

1. Change it everywhere you have it. Microsoft’s page says that if you have a Microsoft account and use both Outlook and Outlook on the web, you create a signature in both. The same applies to edits: change the browser copy and the app copy.
2. Change it on every computer. Microsoft says classic Outlook signatures are stored locally on the device where they were created, and may not be available on another device. A second PC keeps the old text until you edit it there too.
3. Check every account. Signatures are linked to accounts. A shared mailbox or a second address may carry the old version.
4. Check drafts. A message you started before the edit may still hold the old text. Replace it by hand in the draft.
5. Send a test. Email yourself and a second address, and read both on a phone.

On a phone, how to change email signature in Outlook is a separate job. Outlook has its own app settings there, so a desktop edit does not reach it. Our guides for Outlook on iPhone and Outlook on Android cover that.

Changing the design as well as the text

Retyping a phone number is simple. Knowing how to change email signature in Outlook for a whole redesign is harder, because replacing a whole layout, with a new logo or a rebrand, is where the editors show their limits. Microsoft’s page notes that for bullets, tables or borders in classic Outlook, you can build the signature in Word and copy it into the Edit signature box. After pasting, check the spacing and that a logo has not turned into an attachment.

When the change is a rebrand that touches many people, the real job is getting the same new design to every desktop. Here is one example of a refreshed design, drawn by emailfooter:

Centered layout with the logo above. The company and person are made up.

If how to change email signature in Outlook turns into the same task for fifty people, emailfooter is built for that case. The company updates the design once, and people open their link, check their details and follow the steps for their Outlook. It is English-only for now, and no signature is pushed into a mailbox, so each person still pastes. If your company is on Microsoft 365 and wants a single footer applied by the server, read how to set a company-wide signature in Microsoft 365.

Frequently asked questions

How to change email signature in Outlook step by step?

Open the signature settings for your version, select the signature, edit it and save. In new Outlook and the web, that is Settings, Accounts, Signatures and the Edit signature button.

How to change email signature in Outlook without losing the old one?

Create a new signature with a different name instead of editing, then choose it for new messages and for replies and forwards. The old one stays in the list.

Why does my old signature still appear after I changed it?

Check the default settings, the account, and whether you edited in the app but not in the browser. Microsoft says you need a signature in both if you use both.

Is how to change email signature in Outlook the same for a whole company?

No, the desktop settings change one person’s signature. An administrator can use a mail flow rule in Microsoft 365, or each person can follow shared steps. See our general guide for other mail apps.

Where are signatures stored in classic Outlook?

Microsoft says on the device where you created them. The help page does not name the folder.