How to Change your Email Signature in Outlook

How to Change an Email Signature in Outlook

August 28, 2021

As an entrepreneur, you already know the importance of your email signatures. Basically, email signatures are the digital business cards that introduce yourself to your recipients. Email signatures contain your contact information and act as channels of correspondence for your recipients.

An email signature created with a personal touch can cast a solid first impression on your correspondent or potential client. It can compel your client to work with you or purchase your product just for the unique and personal connection exhibited in your email signature. In conclusion, it wouldn’t be wrong to say that email signatures are a way to your brand recognition.

As we are talking about email signatures, if you use Outlook as your email client, you may want to change the signatures?

It can be for any reason. You may want to set different signatures for each email account. You want to add new contact information or add a new image or link in it.

Whatever the reason is, making all such changes in email signature in Outlook is pretty simple and a matter of a few minutes.

Let’s see how you can change your email signature in Outlook.

How to Change/Edit Email Signature in Outlook for Desktop?

If you have already set up signatures in Outlook, you can use this guide to change the signature that you insert in outlook messages all the time. Editing/changing signatures is quite similar to creating new signatures with only a few steps difference.

Follow the given steps to make changes to your email signature in Outlook:

  1. Open the Outlook and look for the “New Email” option in the ribbon bar to create a new email message

  2. When the untitled email message opens, again go to the ribbon bar and click “Signature”
  3. From the dropdown list, select “Signatures….”. This will open another window named “Signatures and stationery”

  4. In the “Signatures and stationery” window, at the top left and under the “Select signatures to edit” pane, choose the signature that you want to edit

  5. Now edit the signature by using the editor pane available at the bottom of the window. Here, you can add text, image, link, or format the signature in whatever way you want. Please don’t overdo it and keep it professional

  6. If you have more than one email signature and want to change the email account for a particular signature, go to the top right section of the “Signatures and stationery” window

  7. Under “Choose default signature”, add the email account with which you want to use a particular signature. You can also choose a particular signature for “new messages” and “replies and forwards”
  8. When you are done, select “OK” at the bottom of the window to save changes to your email signatures

How to Change Your Email Signature in the Outlook Mobile app?

Don’t worry if you work from your mobile app. Editing or swapping your email signature in the Outlook mobile app is similar to the desktop app. However, the flexibility that we avail of on the desktop app is limited on the mobile app.

Just follow the given steps and change your email signature on the Outlook mobile app without any hassle.

  1. Open the Outlook app on your mobile and click menu icon” visible in the upper left corner of the page
  2. Tap the gear icon from the left bar to open the settings menu”

  3. In the settings menu, scroll down to “mail section” and click “Signature”. This will open a signature window

  4. Now edit/change the signature
    Note: Signature in the outlook mobile app will be text-based only, and no image addition and font styling are possible.
  5. Click done in the upper right corner of the screen to save the changes. This changed signature will now appear at the bottom of every message.


How to Change One Email Signature for Another in Outlook

If you create a new email, you will see that your default set-up signature will be displayed at the bottom of the message. If you want to change the signature for the new email account, you have to follow the given steps:

  1. Open Outlook and select “message” from the menu

  2. From the upper ribbon bar, click “signature”. This will open a dropdown list of all the signatures

  3. Select your preferred signature, and this will automatically change the signature at the bottom of your email. 

That’s it. You are done.

Also, you can change the signature whenever you want during the editing process of your email.


Get Professional Email Signature

You are mindful of how important it is to have an eye-catching yet professional email signature, right? That is the reason why you want to change your signature in Outlook.

So, why don’t you try a good email signature generator to meet that extra professional level?

The importance of a professionally created email signature cannot be denied. Your recipients view your brand as per your email signature standard. Respectable and professionally generated email signatures can work wonders for your brand promotion.

Thankfully, Hatima can do this for you. Hatima is a user-friendly email signature generator where you can quickly get the signature in no time.

You are free to choose any content, style, image, or icons to be added to your signature. Just add the necessary information on this essentially equipped platform and get an email signature that best represents your brand.


You must be convinced now that making changes to your Outlook email signature is as simple as creating a new one. Just stick to our guide, follow the steps, change your signature and ta-da, you are done.

Also, don’t forget to explore our page to get more tips like this.

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