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How To Set Up Or Change Signatures In Outlook: A Step-By-Step Guide

by Alice Jackson Tweet - in Email Design

Wondering how to set up or change your email signature in Outlook

Look no further! Scroll down to uncover the mysteries with our simple step-by-step guide. 

A professionally crafted email signature, placed at your email’s bottom, can be a powerful marketing tool. It is your way to ensure the recipient that the message is authentic and from a genuine person or brand. Moreover, a well-designed email signature can benefit your business in many ways.  

To ensure your signature underneath the email message looks impressive, it is essential for you to professionally set up or change your email signature. You need to add the signature differently for Desktop and mobile devices. So, when creating signatures in Outlook and adding them to your message, follow the steps carefully. 

Each app that you use on Outlook has a different way to add the signature. You also should consider different applications and devices while thinking of adding signatures in Outlook.

How To Add Or Change An Email Signature In Outlook

While creating and adding your email signature in Outlook, first know the software to which you want to add the signature. Here are popular Outlook programs that you might be using. 

  • Outlook Desktop App for Windows
  • Outlook Web App
  • Outlook for macOS
  • Outlook for Android
  • Outlook for iOS

The steps to take while adding your email signature differ on each program. Here is how you should proceed:

Outlook Web App 

Consider taking the following steps to add a signature in Outlook: 

Step 1. First, sign in to the Microsoft 365 portal. 

Step 2. Go to the Settings gear icon on the top right. The Quick Settings view will open up. Select View All Outlook Settings.

The Quick Settings view of All Outlook Settings

Step 3. Go to Mail > Compose and reply. You must enter your signature name in the Personal input box. You should post your personalized email signature in the signature editor, with many options to modify the signature size and font style.  

Step 4. While adding an image, follow these steps:

  1. First, save your chosen image as a file on your computer.
  2. Go to the signature editor and click on the mountain icon.
  3. Then, select the image from your computer files.   
  4. Now, adjust the image size.
  5. Go to Select default signatures below the signature editor, add the custom signature to new messages, and click on Save

Step 5. Open a new email and add your signature.

  1. Go to the tool ribbon to find Home.
  2. Click on New Mail to open the email editor. 
  3. Find the Message tab in the tools ribbons.
  4. Under the Signature tab, click on your preference, and Outlook will automatically add your preset signature. 

Step 6. Edit your stored signature using the message editor. 


If you work on macOS devices, follow these steps to change or add a signature to Outlook.  

Step 1. Click on Preferences on the Outlook tab.

Step 2. Then, click on mail > Signatures.


Step 3. Go to the Signature name text box to pick the signature you need to change. 


Step 4. Change your signature in a separate box on the right in the Edit Signature.


For Windows, you need to take these steps to set up and change your signature. 

Step 1. After logging in to the Outlook App, go to Settings and View all Outlook Settings.

Step 2. Then, your Email accounts popup will show your Outlook email account.

Step 3. Under Accounts, click on the Signatures to get the Email signature screen. And see the signatures. Make the changes in the signature and then Save.

Step 4. Go to the New Mail and click to open the email editor. Here, click on the From button to access the sender account.

Step 5. When you click on the Signature button in the tool ribbon, the email signatures of your account will show up. Then, choose your intended signature to add it to your email.

Mobile Devices

While using different mobile devices, you will follow these steps to set up your Outlook email signature:


Step 1. Visit the Outlook app and go to the profile icon. Click on the gear icon to get the menu settings.

Step 2. On the display settings, scroll down to get the Signature, then set the default text Get Outlook for Android —then click on it.

Step 3. Here, you can change the email signature and save it. 

Step 4. You will find the email signature at the bottom when you compose a new email. 



Step 1. The Settings popup looks different on iPhone or iPad. You get the default email signature as Get Outlook for iOS.

Step 2. Enter your email signature and click on the back arrow.

Step 3. Outlook will add your personalized signature at the end of your email. 

Preferred File Format And Image Dimensions For Email Signatures:

Microsoft 365 supports PNG, JPG, and JPEG files. Outlook allows for converting SVG files into JPG or PNG. So, when selecting email signature templates, pick the one that supports the right image files and equips you with the right features. 

In Outlook, your signature image can have dimensions of up to 170 pixels in height and 650 pixels in width. But make sure that the file size does not exceed 10 KB.

These are the steps you need to take while setting up or changing your email signatures in Outlook. 

While you add the signature professionally, look at your email design. Does it look impressive? If not, think of getting an email design service to give your email a professional look for your business. 

How To Create A Signature In Outlook?

You might also be looking for the right steps to take while creating your email signature. Here is how to create email signatures in Outlook:

Step 1. Click File.

Step 2. Go to Options > Mail > Signatures.

Step 3. Then, Select signature to edit, and choose New. Type your business name in the New Signature dialog box.

Step 4. Under Edit signature, edit your signature with your choice of font colors, font style, and sizes. You can also make the right text alignment. There is also an option to create an email signature with borders, tablets, and bullets to give it a unique look. 

Step 5. You should copy and paste the signature in the Edit Signature box.

Step 6. Go to the Choose default signature, choose your email account from the drop-down menu. Select the signature from the ‘New messages’ drop-down menu to automatically include your signature in new messages. 

Click on OK to save your new signature.

Designing email signatures is made accessible with the option to utilize an AI-powered email signature generator that saves you the cost of hiring an expensive graphic designer. You can use an AI-powered email signature generator for this purpose. Just provide some information regarding your business name and its nature. Based on your input, the tool will generate multiple signatures that align with your business and industry standards. 

So, take into account these various aspects of adding your email signature to your email messages. Make sure the signature is unique to make an impression on your clients. Only such email signatures benefit businesses in their campaigns to drive customers.  

Wrapping Up

Your signature at the bottom of your email matters significantly to building your image as a responsible and professional person or business. But inserting the email signature in Outlook properly on different platforms is equally important. Considering these steps will help create a signature in Outlook as they should. 

Alice Jackson is a business consultant, blogger, social media enthusiast, online market analyst, amateur designer and an avid author at Designhill. She has written on several topics including social media marketing, SEO, content marketing, startup strategies and e-commerce. When she’s not writing, she loves spending her time reading romantic novels, Connect with her on Twitter: @jackson_alice1



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