How to Change Your Signature in Outlook (Every Version)

To change your signature in new Outlook or Outlook on the web, go to Settings (the gear icon) → Accounts → Signatures, select the pencil (Edit signature) next to it, make your changes and select Save. In classic Outlook for Windows, go to File → Options → Mail → Signatures, pick the signature under Select signature to edit, change it, then select Save and OK.

That covers the edit itself. The harder part is making the change show up everywhere: Outlook keeps separate signatures per app, per account and per device, and sometimes the signature is not yours to change at all. This guide covers every version, how to switch which signature Outlook uses, and how to tell why an update did not stick.

Where do you change your signature in each Outlook version?

Version	Edit an existing signature	Change which one is the default
New Outlook for Windows	Settings → Accounts → Signatures → pencil icon → Save	Same page, Select default signatures: For New Messages and For Replies/Forwards
Outlook on the web	Settings → Accounts → Signatures → pencil icon → Save	Same as new Outlook
Classic Outlook for Windows	File → Options → Mail → Signatures → select it → edit → Save, OK	Choose default signature: New messages and Replies/forwards drop-downs, per E-mail account
Outlook for Mac	Outlook → Settings → Signatures → select it → edit → close the window	Choose default signature, set separately for each account
Outlook for iPhone and Android	Profile icon → Settings (gear) → Mail → Signature	One signature for all accounts, or turn on Per Account Signature

A ribbon with a File menu means classic Outlook. A New Outlook toggle in the top-right means you are in new Outlook. On a Mac running a macOS version older than Ventura, Settings is labeled Preferences.

How to change your signature in new Outlook and Outlook on the web

1. Select the gear icon (Settings) in the top-right.
2. Go to Accounts → Signatures. If you have more than one account, choose the account the signature belongs to first.
3. Select the pencil icon (Edit signature) next to the signature you want to change.
4. Edit the text, links or image, and rename it in the name field if you want to.
5. Select Save.

New Outlook and Outlook on the web store this signature in your mailbox, so one edit covers both when you sign in with the same work or Outlook.com account. Microsoft’s add and change a signature article has the official steps.

How to change your signature in classic Outlook for Windows

1. Select File → Options → Mail → Signatures… (or, in a new message, Message → Signature → Signatures).
2. Under Select signature to edit, select the signature.
3. Change it in the Edit signature box.
4. Select Save, then OK.

To rename or remove one, use the Rename and Delete buttons under the same list. Classic Outlook does not update a message that is already open, so start a new message to see the change.

How to change your signature in Outlook for Mac

1. In the menu bar, select Outlook → Settings, then Signatures.
2. Under Signature name, select the signature and edit it in the pane on the right.
3. Close the Signatures window to save.

If you send from several accounts, set Choose default signature for each one. Microsoft’s Outlook for Mac signature article covers the older Preferences layout.

How to change your signature in the Outlook mobile app

1. Open Outlook and tap your profile icon (top-left).
2. Tap the gear icon for Settings.
3. Under Mail, tap Signature.
4. Replace the text. To give each account its own signature, turn on Per Account Signature.

The phone app does not pick up edits you make on your computer. Its signature is plain text, so if your desktop signature has a logo, the mobile one will look simpler. See Microsoft’s mobile signature page.

How to switch to a different signature

Editing changes the content. Switching changes which saved signature Outlook adds automatically.

• New Outlook and web: under Select default signatures, pick a signature in For New Messages and in For Replies/Forwards, then Save.
• Classic Outlook: choose the E-mail account first, then set New messages and Replies/forwards. Select (none) to stop adding a signature automatically.
• For one email only: in the message, use Message → Insert → Signature (new Outlook) or Message → Signature (classic and web) and pick another one. You can also just edit the signature text in the email body; that edit applies to that message only and is never saved back to your settings.

The new-message and reply defaults are independent. If you changed one and your replies still carry the old signature, the Replies/forwards default still points to it.

Why didn’t my signature change stick?

This is the part most guides skip. When an edit does not show up, the cause is usually that the signature you see is stored, or controlled, somewhere other than where you edited it. Match the symptom:

What you see	Where the signature actually lives	What to do
The old signature returns on the next email	You edited it inside a message, not in settings	Edit it in the Signatures settings for that app
New emails changed, replies did not	The Replies/forwards default points to another signature	Set the reply default to the updated signature
Updated on one PC, old on another computer or the web	A classic Outlook signature saved only on that PC	Set it as a default for the account (see below), or edit it in each app
Old signature on your phone	The mobile app’s own signature	Edit it in the app under Settings → Mail → Signature
Your compose window shows the new one, but recipients see a different or extra block	An Exchange mail flow rule adds a signature on the server after you send	Only an admin can change it, in the Exchange admin center
The signature reappears automatically, even after you delete it	An Outlook add-in inserts it when you start a message	Change it in your company’s signature tool, or ask whoever manages it

About the third row: in classic Outlook, only a signature set as the default for New messages or Replies/forwards is copied to your mailbox and appears on your other devices. According to Microsoft’s roaming signatures page, this needs Outlook build 2303 or later and a Microsoft 365 or Outlook.com mailbox. Exchange on-premises, POP and IMAP accounts do not roam, and your admin can turn the feature off. Non-default signatures stay on that computer under Signatures on this device.

About the last two rows: a signature added by a server rule never appears while you write, which is why editing your own settings changes nothing for recipients. The Exchange Online email signature guide shows how those rules work. If the signature appears while you write but you cannot keep your edits, it is coming from a signature add-in your organization deployed.

If the signature does not appear at all, that is a different problem: work through why your Outlook signature is not showing.

Changed jobs or phone numbers? Update every copy

A new title or number has to be changed in each place your signature lives, or some recipients keep getting the old one. A quick checklist:

1. New Outlook or Outlook on the web: one edit, covers both.
2. Classic Outlook on each Windows PC you use: edit it, and make sure it is still the default for new messages and replies so it roams.
3. Outlook for Mac: edit it on each Mac.
4. Outlook on your phone and tablet: edit each device.
5. Any other mail app you send from with the same address, such as Apple Mail.

Then send a test email to a personal address from each device and check the result. If you switched apps recently, new Outlook vs classic Outlook signatures explains why the two do not share signatures. To swap a logo while you are at it, see how to add a logo to your Outlook signature.

How to change the signature for everyone at your company

Everything above changes one person’s signature on one device at a time. When the company logo, address or legal line changes, that becomes a request to every employee, and some will not get to it.

The alternative is to manage the signature centrally. An admin edits one template and the change reaches every mailbox, with no one opening their own settings. Outlook has no built-in way to do this for the signature people see while they write. The native server-side option is an Exchange mail flow rule, with the limits covered in how to deploy email signatures to all users in Microsoft 365.

That gap is what Outlook email signature management tools fill. Firma is one: you design a template once, it fills in each person’s name and title, and the Firma Outlook add-in, deployed from the Microsoft 365 admin center, applies it in Outlook on desktop, web and mobile. Firma also works for Gmail teams on Google Workspace. It is free for up to 2 users, and paid plans start at $1.50 per user per month.

Frequently asked questions

How do I change my email signature in Outlook 365? “Outlook 365” usually means new Outlook or Outlook on the web for a Microsoft 365 account. Go to Settings → Accounts → Signatures, select the pencil next to the signature, edit it and select Save. If you still use classic Outlook, the path is File → Options → Mail → Signatures.

Does changing my signature update emails I already sent? No. A sent email keeps the signature it had when you sent it. The change applies to new messages, replies and forwards you write after saving.

Why can’t I edit my signature in Outlook? Either your admin manages signatures centrally (through an add-in or a server rule) or you are looking at a signature under Signatures on this device that is not tied to one of your accounts. In the first case, ask whoever manages signatures at your company. In the second, recreate it under your account.

How do I change my default signature in Outlook? In new Outlook and on the web, use Select default signatures on the Signatures page. In classic Outlook, use Choose default signature and set it per account. On a Mac, set Choose default signature separately for each account.

How do I remove a signature in Outlook? In classic Outlook, select it and choose Delete. In new Outlook and on the web, delete it from the Signatures list. To keep it but stop it being added automatically, set the defaults to (none) instead.