How to Change Signature in Outlook

Signatures in Outlook are a great way to share your contact information with your customers. But sometimes you need to change the email signature in Outlook. You may want to edit your contact details or maybe even select a completely different signature.

In this article, we are going to take a look at how you can change your signature in Outlook. Not only the Outlook app but also on Outlook Online.

Change Signature in Outlook

In Outlook we can create multiple signatures, which is great because it allows us to use a different signature for each email account. But it also gives us the opportunity to change the signature when we need to send an email from a different entity.

There are a couple of ways to change the signature in Outlook. We can temporarily change the signature for a single message or set a signature in Outlook as default.

If you have multiple signatures in Outlook, and one of them is set as your default signature. Then you can easily change it from the new message screen:

  1. Open a new message
  2. Right-Click on the signature in the message
  3. Select a different signature from the list.
change signature in Outlook
Change Signature in Outlook

Another way to do this is using the Outlook Ribbon (menu bar):

  1. Again, open a new message
  2. Click on Signature in the message tab
  3. Select the signature that you want to apply in your email
how to set signature in outlook

Set a Default Signature in Outlook

If you don’t want to change the signature in every new message, then you can also set the signature as the default signature in Outlook. This way the signature is applied to every new message that you send.

  1. Open a new message
  2. Expand signature
  3. Click on Signatures…
set default signature
  1. Select the account for which you want to set the signature
  2. Select a signature for the new messages and replies
  3. Click Ok when done
Outlook signatures
Set signature in Outlook

Change Signature in Outlook 365

In Outlook Online we can also have multiple signatures, just like in the desktop app of Outlook. Again, we can change the signature for a single message or set a new default signature in Outlook 365.

Let’s first take a look at how we can change the signature in a single message in Outlook 365. If you already have a default signature in a new message, then you will first need to remove it. Simply select the signature and hit backspace (or delete) on your keyboard.

  1. Open Outlook Online and click New message
  2. Click More Options in the bottom toolbar
  3. Hover over Insert Signature
  4. Select the signature that you want to add
Change Signature in Outlook 365

Set default Signature in Outlook 365

Just like in the Outlook desktop app we can set a signature as default for new messages and reply messages in Outlook 365.

  1. Click on the gear icon to open the settings pane
  2. Click on View all Outlook settings at the bottom
set signature outlook online
  1. Open Compose and reply
  2. Set the signature for new message and for replies
  3. Click Save when done
outlook online settings
Set signature in Outlook Online

How to Edit Signature in Outlook

Sometimes you need to edit your signature in Outlook to update your contact information. When you open a new message in Outlook, you probably have noticed that you can edit your signature in the new message window.

The only problem, the change that you made is not saved. So you will need to edit the signature for each new message.

So to make the change permanent you will need to edit the signature in Outlook. You can do this as follows:

  1. Open a new message in Outlook
  2. Right-Click on your signature and select Signatures...
    • Or select signature > signatures… in the toolbar
edit signature
  1. Select the signature you want to edit
  2. Edit the signature in the editor
  3. Click Ok the save your edit.
update outlook signature

Edit Signature in Outlook 365

We can also edit the signature in Outlook 365, for this you can follow the same steps as described above to set the default signature. Make sure you first select the signature that you want to edit and then make the changes in the editor.

When done, click on save to apply your change.

Wrapping Up

Changing the signature in Outlook is pretty straightforward as you have seen. If you want to know more about creating beautiful signatures, then make sure you read this article where I explain how you can create HTML signatures.

I hope this article helped you with changing or editing your signature in Outlook. If you have any questions, then just drop a comment below.

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