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How to Change Signature in Outlook: Revamp Your Email Communications

In today's professional world, email signatures are crucial in communicating important information about individuals and businesses. It not only adds a touch of personalization to your emails but also helps in brand recognition and establishing credibility. This article will explore a signature, how to edit signatures in Outlook, and how to update them.

email signature in Outlook

What is a Signature?

A signature is a block of text automatically appended to the end of your emails. It typically contains your name, job title, contact information, and occasionally a promotional message or a link to your website. Creating a well-designed and informative signature helps you appear professional and enhances your email correspondence.

Why update your Outlook signature?

Updating Outlook signature is highly recommended from time to time. It reflects any changes in your contact information, job title, or company details. By keeping your signature up-to-date, you ensure recipients have the most accurate and relevant information about you and your organization. Moreover, a professional signature helps in establishing credibility and leaving a lasting impression on your recipients. With a user-friendly interface, updating or changing signatures in Outlook takes just a few easy steps.

Update signature in Outlook on laptop

How to Update Outlook Signature

Changing your Outlook signature is a simple process that can be done in a few easy steps. Follow the instructions below to update your signature and enhance your email communication:

  1. Launch Outlook: Open Microsoft Outlook on your computer. Ensure that you are running the latest version to access all the available features and customization options.
  2. Access the "Options" Menu: In Outlook, click on the "File" tab at the top left corner of the screen. From the drop-down menu, select "Options."
  3. Navigate to the "Mail" tab: In the Outlook Options window, click on the "Mail" tab from the left-hand sidebar.
  4. Select the "Signatures" Option: Within the Mail tab, locate the "Create or modify signatures for messages" and click on the "Signatures" button.
  5. Create a New Signature: In the Signatures and Stationery window, click on the "New" button to create a new signature. Give the signature a recognizable name for future reference.
  6. Customize Your Signature: In the Edit Signature box, you can now enter the desired text for your signature. Here, you can include your name, job title, contact details, and even a promotional slogan or quote. Make sure to format your signature using options like font size, color, and style to match your personal or business branding.
  7. Include Images or Logos: To enhance your signature further, you can add images or company logos. Click the "Picture" button to insert an image from your computer.
  8. Set Default Signatures: If you use multiple email accounts with Outlook, you can assign different signatures for each account. Use the drop-down menus in the "Choose default signature" section to select your desired signature for new messages and replies/forwards.
  9. Apply Your Signature: Once you are satisfied with your new signature, click "OK" to save your changes. Your newly created signature will now be automatically added to each outgoing email.
  10. Test Your Signature: It is essential to test your signature change in Outlook by sending a test email to yourself or a colleague. This will help ensure that everything appears correctly, including any included images or logos.


If you have additional questions about changing the signature in Outlook, refer to the FAQ section below for more information:

Can I have different signatures for new messages and replies?

Yes, Outlook allows you to create separate signatures for new email messages and replies/forwards. Simply choose the desired signature from the drop-down menus in the "Choose default signature" section.

How do I add a hyperlink to my signature?

To add a hyperlink to your signature, first type the text you want to be linked (e.g., your website), then highlight the text. Click on the "Hyperlink" button in the Edit Signature box and enter the URL in the provided field.

Can I include social media icons in my signature?

Yes, you can add icons to your signature by using images or icons associated with your preferred platforms. Just make sure to include the relevant links by following the steps for adding a hyperlink.

How do I change the signature font size or color?

To change the font size or color in your signature, select the desired text in the Edit Signature box. Then, use the font formatting options available in the toolbar at the top of the box to modify the appearance.

Can I use my signature on different devices?

Yes, once you have set up your signature in Outlook, it will be automatically synced across all your devices, such as your computer, smartphone, or tablet

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