How to Change Your Signature in Outlook in 2026

Your Outlook signature does not live in one universal menu. New Outlook, classic Outlook, Outlook.com, Mac, iPhone, and Android each use their own signature screen.

Pick the section for the Outlook app in front of you, update the text, then set when Outlook adds it to messages.

1. Update it in new Outlook and Outlook.com

Use this path for new Outlook for Windows, Outlook on the web, and Outlook.com.

1. 1.Select Settings.
2. 2.Select Accounts.
3. 3.Select Signatures.
4. 4.Select the Edit signature button next to the signature you want to change.
5. 5.Update the signature text and formatting.
6. 6.Select Save.

That changes the saved signature for the account you are editing.

2. Create a fresh signature and turn on automatic use

Need a separate work, personal, or reply-only version? Add a new one instead of rewriting the old signature.

1. 1.Go to Settings.
2. 2.Select Accounts.
3. 3.Select Signatures.
4. 4.Select Add signature.
5. 5.Give the signature a distinct name.
6. 6.Type and format the signature.
7. 7.Use the checkboxes at the bottom for new messages and replies and forwards.
8. 8.Select Save.

Those checkboxes decide whether Outlook inserts the signature automatically.

3. Insert a saved signature while writing

Automatic signatures are not the only option. Add one manually when a message needs a different sign-off.

In new Outlook, Outlook on the web, or Outlook.com:

1. 1.Start a new message or reply.
2. 2.Type your message.
3. 3.Open the Message tab.
4. 4.Select Signature.
5. 5.Choose the signature you want.
6. 6.Select Send when the email is ready.

In classic Outlook for Windows, write the email, open the Message tab, select Signature, then choose the saved signature from the menu.

4. Change it in classic Outlook for Windows

Classic Outlook keeps signature editing inside the desktop app, not Windows settings.

1. 1.Select File.
2. 2.Select Options.
3. 3.Select Mail.
4. 4.Select Signatures.
5. 5.Choose the signature under Select signature to edit.
6. 6.Make your changes in the Edit signature box.
7. 7.Select Save.
8. 8.Select OK.

There is a faster route from a draft email too: open a new message, select Signature, select Signatures, edit the saved signature, then select Save and OK.

5. Add a logo in classic Outlook for Windows

Use the classic Outlook signature editor when your signature needs an image or logo.

1. 1.Open a new message.
2. 2.Select Signature.
3. 3.Select Signatures.
4. 4.Choose the signature under Select signature to edit.
5. 5.Select the Image button.
6. 6.Locate the image file.
7. 7.Select Insert.

To resize it, right-click the image, choose Picture, open the Size tab, then change the size using the Size tab options. Keep Lock aspect ratio checked to hold the image proportional, then select OK, then select OK again.

6. Edit it in Outlook for Mac

1. 1.Open the Outlook menu.
2. 2.Select Settings.
3. 3.Under Email, select Signatures.
4. 4.Under Signature name, select the signature you want to change.
5. 5.Select Edit.
6. 6.Update the signature.
7. 7.Select Save.

To set defaults on Mac, return to Signatures, use Choose default signature, select the account, then set New messages and Replies/forwards. To add one by hand, click in the message body, select Signature on the Ribbon, then choose a signature from the list.

7. Replace it on iPhone or Android

Mobile Outlook keeps signatures under its mail settings.

1. 1.Open Settings.
2. 2.Under Mail, tap Signature.
3. 3.Enter the signature text you want.

For separate signatures on different accounts, turn on Per Account Signature, then enter the text for each account. To remove a mobile signature, delete the signature text. With Per Account Signature turned on, delete the text for each account where no signature should appear.

8. Skip old signature shortcuts that do not match your app

Older web instructions that send you through classic Outlook on the web menus do not match Microsoft’s current signature page for new Outlook, Outlook on the web, and Outlook.com. Use Settings > Accounts > Signatures instead.

Older Windows tutorials also point to local signature files in AppData. Microsoft documents that classic Outlook file location for transfer and troubleshooting, but the supported consumer edit path is Outlook’s own signature editor.

On work or school accounts, an organization can append signatures or disclaimers from the Exchange admin side. Change your personal Outlook signature first, then contact your organization when company text keeps appearing or cannot be edited in Outlook.

Frequently Asked Questions

Can Copilot write my Outlook signature for me?

Yes. Microsoft’s signature support page includes Copilot prompt links for drafting or revising signature text. Copy the result into Settings > Accounts > Signatures, then select Save.

How do I change an Outlook signature with only the keyboard in classic Outlook?

From the Inbox, press Alt+F, T, M. Press Alt+N, then Enter. Press Alt+C, choose the signature with the Down arrow, press Alt+T, edit the signature text, press Alt+S, then confirm the OK buttons with Enter.

How do I stop classic Outlook from adding a signature automatically?

Open the classic signature settings, choose the email account, set the new-message signature to None, and set the replies/forwards signature to None.

Can an admin set Outlook signatures for everyone?

Yes. Microsoft 365 and Exchange admins use mail flow rules in the Exchange admin center to append organization-wide signatures or disclaimers.