• Meta title: How to Change Email Signature in Outlook (2025 Guide)
• Meta Description: Learn how to change your email signature in Outlook Classic, New Outlook, and Web. Quick steps, formatting tips, and syncing across all devices.
• Slug: change-email-signature-in-outlook

How to Change Email Signature in Outlook (Quick Steps for Classic, New & Web 2025)

Staring at an email signature that still lists your job title from two promotions ago? Or worse, discovering your signature displays that old phone number from 2019 right when an important client tries to reach you? You're not alone, and the fix is simpler than you think.

Most professionals assume changing an email signature in Outlook requires navigating through endless menus or calling IT support. The reality? It takes about 2-3 minutes once you know the right path for your Outlook version.

The challenge isn't that it's technically difficult—it's that Microsoft has three different Outlook platforms (Classic Outlook, New Outlook, and Outlook Web), each with its own signature management approach. Click the wrong menu, and you'll spend 15 minutes hunting for settings that don't exist in your version.

This guide eliminates that frustration by providing the exact steps for your specific Outlook platform, plus troubleshooting for when things don't go as planned. Whether you're updating contact information, adding a company logo, or creating multiple signatures for different scenarios, you'll have a professional signature working correctly within minutes.

What you'll accomplish:

• Update your signature with current contact information
• Learn the fastest method for your specific Outlook version
• Fix common signature problems that frustrate most users
• Create professional signatures that work across all devices
• Set up automatic signature insertion to save time on every email

Understanding Outlook Email Signatures

Before diving into the how-to steps, it's important to understand what you're working with and why the process varies between Outlook versions.

An email signature is your digital business card that automatically appears at the bottom of your emails. The method for changing your email signature depends on which Outlook version you're using.

Managing email signatures is just one part of effective email management. For comprehensive strategies on organizing your Outlook inbox and streamlining your workflow, explore our detailed productivity guide.

Signature Options by Platform

Different Outlook platforms handle signatures differently, so knowing your version determines which instructions to follow.

Platform

Access Method

Formatting

Setup Time

Classic Outlook

File > Options > Mail

Full HTML support

3-5 minutes

New Outlook

Settings gear icon

Basic formatting

2-3 minutes

Outlook Web

Settings > Mail

Basic formatting

2-3 minutes

MailMaestro AI

Add-in > setting gear icon

Smart generation

1-2 minutes

Classic Outlook offers more formatting control, while New Outlook and Web prioritize simplicity and cross-device synchronization. MailMaestro adds AI-powered signature generation for enhanced productivity.

How to Change Email Signature in Classic Outlook

Classic Outlook (the traditional desktop version) provides the most comprehensive signature editing capabilities. If you use the full desktop version of Outlook that came with Microsoft Office, these are your steps.

Classic Outlook provides the most comprehensive signature editing capabilities, including advanced formatting and multiple signatures.

Step 1: Access Signature Settings

The first step is navigating to Outlook's signature management area, which is buried in the Options menu.

1. Open Outlook and click the File tab

2. Select Options from the left sidebar

3. Click Mail in the Outlook Options window

4. Scroll to the Signatures section and click Signatures…

Quick access: While composing an email, click Message → Signature → Signatures.

Step 2: Edit Your Signature

Once you're in the signature editor, you'll see a three-panel interface that lets you select and modify your signatures.

1. In the Signatures and Stationery window:

• Email account: Select your account if you have multiple
• Select signature to edit: Choose the signature to modify
• Edit signature: Make your changes in the text editor

2. Update your information:
   
   
   
   • Change name, title, or contact details
   • Use formatting toolbar for fonts, colors, bold/italic
   • Add or remove contact information
   • Insert or update logos/images

Pro tip: If you find yourself frequently creating similar email content, consider setting up email templates in Outlook to save even more time on repetitive communications.

Step 3: Advanced Options

Classic Outlook offers powerful formatting tools that let you create professional, branded signatures with images and custom layouts.

Adding Images:

1. Click the Image icon in the toolbar

2. Browse to your logo or headshot file, select a photo, and click “Insert”

Note: Make sure to keep images under 100KB for faster loading.

Creating Hyperlinks:

1. Select text to link (website, email)

2. Click Hyperlink icon or press Ctrl+K

3. Enter web address or email address

4. Click OK

Set Default Application:

• New messages: Choose which signature appears automatically
• Replies/forwards: Select signature for responses (often "None")

Step 4: Save Changes

After making your edits, you need to properly save and test your signature to ensure it appears correctly in your emails.

1. Click Save to apply signature changes

2. Click OK to close Options

3. Test by composing a new email

How to Change Email Signature in New Outlook

If you're using Microsoft's newer, streamlined version of Outlook (often called "New Outlook"), the signature process is simpler but still powerful.

New Outlook simplifies signature management with a streamlined interface. To maximize your productivity with this platform, explore our comprehensive guide on Microsoft Outlook tips and tricks for advanced features and shortcuts.

Step 1: Access Settings

New Outlook centralizes most settings under a single gear icon, making signature access more intuitive than the classic version.

1. Click the Settings gear icon in the top-right corner

2. Select View all Outlook settings

3. Navigate to Accounts → Signatures

Alternative path: In some New Outlook versions, you may find signatures under Settings → Mail → Compose and reply. If you don't see Accounts → Signatures, try the Mail path instead.

Step 2: Modify Your Signature

The New Outlook signature editor is more streamlined than Classic Outlook but still offers essential formatting options for professional signatures.

Edit existing signature:

1. Select your current signature from the list
2. Edit content in the text box
3. Use formatting toolbar:
   
   • Font family, size, and color
   • Bold, italic, underline
   • Bullet points and hyperlinks

Create new signature:

1. Click New signature

2. Enter a distinctive name

3. Compose signature in editing box

4. Apply formatting

Step 3: Set Defaults

One of New Outlook's strengths is simplified default settings that automatically apply your signature where you want it.

Configure automatic application:

• New messages: Choose your main signature
• Replies/forwards: Select same signature or "None"

Multiple accounts: Select the appropriate account from the dropdown before making changes.

Step 4: Save and Test

New Outlook's cloud-based approach means your signature changes sync across devices, but it's still important to verify everything works correctly.

1. Click Save at the bottom of the settings panel

2. Compose a test email to verify the appearance

3. Check the mobile display if you use Outlook on phone

How to Change Email Signature in Outlook Web

If you access Outlook through your web browser (either the free version or through your company's Office 365), you'll use the web interface to manage signatures.

Outlook Web provides universal access from any browser.

Step 1: Navigate to Settings

The web version of Outlook organizes settings differently from desktop versions, but signature access is straightforward once you know where to look.

1. Sign in to Outlook Web (outlook.live.com or office.com)

2. Click Settings gear icon in top-right

3. Select View all Outlook settings

4. Navigate to Account → Signature

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Step 2: Edit Signature

Outlook Web's signature editor is similar to New Outlook but optimized for browser-based editing and cross-device compatibility.

1. Find the Email signature section

2. Edit signature text in the text box

3. Use formatting options:
   
   • Font selection and sizing
   • Text color and styling
   • Hyperlink creation
   • Lists and bullet points

Step 3: Configure Auto-Application

Since Outlook Web is often used alongside mobile apps, the auto-application settings help ensure consistency across all your devices.

Default settings:

• Automatically include on new messages: Check for all new emails
• Include on forwards/replies: Usually unchecked for cleaner responses

Step 4: Save and Sync

The web version's greatest strength is universal access, so verifying that your signature works across different devices and platforms is crucial.

1. Click Save at bottom of page

2. Test on desktop browser

3. Verify mobile app synchronization

How to Change Email Signature Using MailMaestro

MailMaestro offers an innovative AI-powered approach to email signatures through its Outlook add-in. The sign-off and signature feature allows you to add a customized ending to your emails, ensuring your emails always end on the perfect note.

What is MailMaestro?

MailMaestro is an AI email assistant that works directly inside Outlook & Gmail, designed to help you write better emails faster. The tool integrates natively with Microsoft 365, appearing on the sidebar of your email interface.

Step 1: Install and Access MailMaestro

1. Install the MailMaestro add-in from the Microsoft Office Add-ins store

2. Locate MailMaestro in your Outlook ribbon or by clicking the three dots in your toolbar

3. For easier access, pin MailMaestro to your sidebar for quick access between emails

Step 2: Configure Signature Settings

Access the signature feature through Settings >  Signature, where you can create your signature using AI.

Three Signature Options:

1. Let AI generate - MailMaestro automatically creates a unique sign-off or signature for each email you generate. Every email will therefore have a different sign-off or signature.
2. Create my own - Write your own sign-off or signature. This will remain consistent in all your emails.
3. Don't include - Choose not to include a sign-off or signature, particularly useful if you already have one in Outlook.

Step 3: Leverage AI-Powered Features

MailMaestro's signature functionality integrates with its broader AI capabilities:

• Smart Generation: Choose your desired language, tone, and length, and watch as three distinct email drafts appear with appropriate signatures
• Text Shortcuts: Create and store frequently used information as "snippets" and assign them shortcuts, such as typing "!zoom" to automatically insert your Zoom link
• Multi-language Support: Support for 20+ languages ensures each signature is crafted appropriately for your communication needs

Step 4: Test and Optimize

1. Generate a test email using MailMaestro's compose feature
2. Verify that the signature appears correctly
3. Adjust AI personality settings if needed to match your communication style
4. Test across different email types (new messages, replies, forwards)

Outlook Signature Common Issues and Solutions

Even following the steps correctly, you might encounter some typical signature problems. Here are the most common issues and their fixes.

Signature Doesn't Appear

The most frustrating problem is when your signature simply doesn't show up in new emails, usually due to incorrect default settings.

Check default settings:

• Classic Outlook: File → Options → Mail → Signatures → Choose default signature
• New Outlook/Web: Settings → Signatures → Select default signatures
• Ensure you clicked Save after changes

Formatting Problems

Signatures that look perfect in the editor but appear broken in actual emails are usually suffering from formatting compatibility issues.

Images not displaying:

• Resize images before inserting
• Use JPG or PNG formats
• Keep files under 50KB each

Links not working:

• Use hyperlink tool, don't just type URLs
• Include "https://" for websites
• Use "mailto:" for email addresses

Mobile Display Issues

With most emails opened on mobile devices, signatures that don't display properly on phones and tablets create poor first impressions.

Optimization tips:

• Test on multiple devices
• Use readable font sizes (12pt minimum)
• Stack information vertically
• Ensure links are touch-friendly

For additional mobile optimization strategies and comprehensive email efficiency techniques, check out our guide on boosting email productivity with proven tips and tools.

Conclusion

Changing your email signature in Outlook is straightforward once you know the right path for your platform. Classic Outlook offers maximum control for complex signatures, while New Outlook and Web provide simplified editing with excellent synchronization.

Frequently Asked Questions (FAQs)

Why is my new signature not showing up in Outlook emails?
This usually happens when default signature settings aren’t correctly configured. Double-check that you've assigned your signature under the “Choose default signature” settings for both new emails and replies/forwards. Also, make sure to click Save after editing.

Can I have different email signatures for different accounts or scenarios in Outlook?
Yes. In Classic Outlook, you can create multiple signatures and assign them to different email accounts or switch them manually. In New Outlook and Outlook Web, you can also create multiple signatures, but must manually select the one you want when composing an email unless set as default.

Are images in signatures supported across all Outlook versions?
They are supported, but behavior varies. Classic Outlook offers full image embedding and formatting control. New Outlook and Outlook Web allow image insertion but with basic formatting. Always use JPG or PNG files under 100KB and test how they render on both desktop and mobile.

How do I make sure my signature looks good on mobile devices?
Use simple layouts with stacked (vertical) information, a single font family, and minimum font size of 12pt. Avoid wide logos or long horizontal lines. Always test your signature by sending a test email and viewing it on your phone.

Will my signature sync across devices if I change it in Outlook Web or New Outlook?

Yes. Signatures created in New Outlook or Outlook Web are cloud-based and automatically sync across devices using the same Microsoft 365 account. However, Classic Outlook signatures are stored locally and do not sync—you’ll need to recreate or import them on each device.

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