How to add, edit or change your email signature in Outlook

Create your signature image or HTML block

You can put two kinds of signature into Outlook:

• Handwritten image — create a transparent PNG below (or in the full signature maker), then insert it as a picture.
• Full HTML email signature — name, job title, phone, logo and links via the email signature generator. Copy the HTML and paste it into Outlook’s editor for a professional block.

If you only need to edit or change an existing Outlook signature (new phone number, new title), skip the image step and jump to step 2 — then open the signature already in the list and update the text.

Open Outlook signature settings (New, Classic, Web & Mobile)

Microsoft moved the menus between versions, which is why many guides send people to the wrong place. Use the path that matches your Outlook:

• New Outlook (Windows) & Outlook on the web — click the ⚙ gear (top right) → Accounts → Signatures.
• Classic Outlook (desktop) — File → Options → Mail → Signatures…
• Outlook for Mac — Outlook → Settings → Signatures (or Preferences → Signatures on older builds).
• Outlook mobile (iOS / Android) — profile icon → ⚙ Settings → Signature (plain text only on mobile).

Not sure if you are on New or Classic Outlook? New Outlook has a simpler ribbon and a toggle “The new Outlook” in the top-right corner on Windows.

Add a new signature or edit the existing one

To add a new email signature in Outlook:

1. Click New (or +) and give the signature a clear name (e.g. “Work – 2026”).
2. Use the image icon to insert your transparent PNG, or paste the HTML from the email signature generator.
3. Type or paste your name, job title and company under the image so recipients can still read contact details as text.

To change or edit your Outlook signature:

1. Select the signature in the list on the left (or the dropdown on web).
2. Edit text, replace the image, or paste a new HTML block over the old content.
3. Save / OK — the update applies to new messages and replies that use this signature.

Tip: keep a second signature named “Internal” or “Short” if you want a lighter version for replies.

Set defaults for new emails and replies

Under Choose default signature (wording may vary slightly by version):

• New messages — the signature inserted when you compose a new email.
• Replies/forwards — the signature used when you reply or forward (many people prefer a shorter one here).

Pick your account if you have several mailboxes, then click OK or Save. Compose a new message once to confirm the signature appears automatically.

Test on desktop and mobile

Send a test email to yourself and check:

• The image is sharp and not oversized (around 300–450 px wide works well).
• There is no white box behind a handwritten signature (use the transparent PNG export).
• Links in an HTML signature open correctly.
• The signature still looks acceptable in the mobile Outlook / iOS Mail preview.

If the mobile app shows only plain text, that is expected: full HTML signatures are managed on desktop or web, while the app has its own short text field.

People searching “how to change signature in Outlook” often land on outdated File → Options paths. Quick map:

• New Outlook + Outlook on the web — Settings (gear) → Accounts → Signatures. Same idea whether you use outlook.com or Microsoft 365 in the browser.
• Classic Outlook desktop — File → Options → Mail → Signatures… Still common in enterprises that delayed the New Outlook switch.
• Mac — Outlook → Settings → Signatures. Image insert works; some HTML pastes strip advanced CSS.

The signature content (image or HTML) is the same idea everywhere; only the menu path changes.

• PNG / handwritten image — fast personal touch; best for a simple sign-off. Create it with the free online signature maker.
• HTML block — professional layout with photo, title, phone, website and social links. Build it with the email signature generator and paste into Outlook. No tracking pixels in our HTML.

Many teams use HTML for “New messages” and a short text or image signature for replies.

• White box around the signature — re-download the transparent PNG (not white-background) and insert it as an image, not a screenshot paste.
• Signature missing on reply — check the Replies/forwards default; it is separate from New messages.
• Wrong signature on a second mailbox — set defaults per account in the Signatures window.
• HTML looks broken — paste from the generator into a blank signature (don’t nest inside old formatting). Outlook prefers simple tables and inline styles — which our generator outputs.
• Mobile does not show the image — set the full signature on desktop/web; use the app’s Signature field only for a short plain-text line if needed.