TL;DR
How to change signature in Outlook: Open the signature settings in the application you use (desktop, web, or mobile), select your existing signature, make your changes, and save. On desktop, go to File > Options > Mail > Signatures. On web, go to Settings > Compose and reply. On mobile, edit the signature under the app settings. There are no direct keyboard shortcuts, but Alt + F, T, M gets you there fast on desktop.
The ability to change signature in Outlook ensures that your emails reflect up-to-date contact information, titles, branding, or disclaimers. Whether you’re changing jobs, rebranding, or simply want a more polished format, updating your Outlook email signature is simple and quick.
Microsoft Outlook allows you to modify existing signatures from multiple devices, including Windows, Mac, web browsers, and smartphones. This flexibility makes it easy to ensure a consistent professional presence across all communication.
Why Update Your Outlook Signature?
There are plenty of reasons to change your Outlook signature:
- You got a promotion or changed job titles
- Your phone number or company name has changed
- You want to refresh your brand image
- You’ve moved to a different department or project
- You added new social or web links
An updated signature shows recipients you’re current and organized.
How to Change Signature in Outlook Desktop (Windows)
If you use Outlook for Windows, here’s how to update your email signature:
- Open Outlook
- Click on File in the top left corner
- Choose Options
- Go to the Mail tab
- Click the Signatures button
- Select the signature you want to change from the list
- Make your edits in the text box
- Click Save, then OK
Quick Keyboard Navigation:
- Press Alt + F to open the File menu
- Then press T for Options
- Then M to open the Mail tab
- Use Tab to navigate to Signatures
How to Change Signature in Outlook Web (Office.com)
For users of the web-based Outlook:
- Sign in to Outlook Web
- Click the gear icon in the upper-right corner
- Select View all Outlook settings
- Go to Mail > Compose and reply
- Find your signature in the editor
- Edit your content as needed
- Click Save
All changes are immediately applied to your web-based messages.
How to Change Signature in Outlook on Mac
The steps on a Mac are slightly different from Windows:
- Open the Outlook app
- Go to Outlook > Preferences
- Click Signatures
- Select the signature to modify
- Make your edits
- Set it as default for new messages or replies if needed
- Close the window
Outlook for Mac offers the same formatting flexibility as its Windows counterpart.
How to Change Signature in Outlook Mobile (iOS & Android)
While limited to text-only, you can still update your signature in the mobile app:
- Open the Outlook mobile app
- Tap your profile icon in the top left corner
- Tap the gear icon for settings
- Scroll to Signature
- Tap the existing text, update it
- Changes are saved automatically when you go back
Tip: Avoid using links or images as they are not supported in the mobile version.
How to Change Default Signature in Outlook
To change which signature is automatically inserted:
- In the Signatures dialog box (under File > Options > Mail), use the drop-downs under “Choose default signature”
- Select the desired signature for New messages and Replies/forwards
This allows you to use different signatures for different purposes.
Tips for Updating an Outlook Signature Professionally
- Keep it clean and concise
- Avoid excessive fonts or colors
- Use only essential contact info
- Include updated social media links
- Add a company logo if needed (desktop or web only)
Good practice is to test your signature by sending yourself an email after updating it.
How to Change Signature with Quick Parts in Outlook
If you use Quick Parts for fast signature insertion:
- Open a new message
- Click Insert > Quick Parts
- Right-click the saved signature and choose Edit Properties
- Update the content and save
While not a formal signature, this method helps switch between multiple styles quickly.
How to Manually Insert or Switch Signatures in Emails
To insert a signature manually in a new or reply email:
- Click on the Message tab
- Click the Signature button in the toolbar
- Choose the signature you want to insert
This feature is helpful when managing multiple identities or roles.
Keyboard Shortcuts Summary for Outlook Signatures
| Action | Shortcut/Path |
|---|---|
| Open Signature Settings | Alt + F, T, M → Signatures |
| Insert Signature in Message | Alt + N, S |
| Navigate to Signature Menu | Alt + H, G |
| Switch Signatures Manually | Use mouse or menu only |
There is no single-key shortcut for signature editing, but combining these shortcuts speeds up the process.
Common Issues When Changing Outlook Signatures
Changes not saving?
- Make sure you click OK in the final dialog, not just Save
- Try restarting Outlook if changes don’t apply immediately
Image not displaying in the signature?
- Use embedded images, not linked from URLs
- Make sure image files are small and properly formatted
Signature not applied to replies?
- Check your default signature settings under “Replies/forwards”
FAQ: How to Change Signature in Outlook
Can I change my Outlook signature from any device?
Yes, you can change your signature on desktop, web, or mobile, though some features are limited on mobile.
Is there a shortcut to change the signature in Outlook?
Not directly, but Alt + F, T, M navigates you quickly to the signature settings.
Do changes sync across all devices?
No, signatures must be updated individually on each platform (desktop, web, mobile).
Can I use different signatures for different accounts?
Yes, Outlook allows you to set different default signatures for different email accounts.
Can I include a logo or image in my updated signature?
Yes, but only on the desktop and web versions. Mobile does not support images.
How do I delete an old Outlook signature?
In the signature settings window, select the signature and click Delete.
Conclusion: Update Your Outlook Signature with Confidence
Whether you’re keeping your job title up to date or refining your brand presence, knowing how to change signature in Outlook ensures that your emails always reflect your current identity. From desktop to mobile, the steps are simple, the tools are built in, and the result is a polished email experience that helps you stand out.
Stay current, stay consistent, and let your email signature work for you.
Complete List of Windows Keyboard Shortcuts
If you need help for Windows, you can find a whole list of all keyboard shortcuts here.
https://keyboard-shortcuts.org/
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