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How to change or update your email signature in Outlook
TL;DR
On Windows, a Settings gear in the top-right corner means new Outlook, and a File tab means classic Outlook. Each keeps the email signature setting in a different place.
In new Outlook for Windows and Outlook on the web, go to Settings > Accounts > Signatures, select Edit signature, and select Save.
In classic Outlook for Windows, open a new email, select Signature > Signatures on the Message tab, edit the email signature, and select Save.
In Outlook for Mac, go to Outlook > Settings > Mail > Signatures, select the email signature, and select Edit. In the Outlook mobile app, open Settings and tap Signature under Mail.
A saved change can still miss your other devices because Outlook stores email signatures in different places by version and account type. Exclaimer's guide to where Outlook stores email signatures shows each one.
How to tell new Outlook from classic Outlook
Microsoft's guide to Outlook versions ties a Settings gear in the top-right corner to new Outlook for Windows, and a missing gear to classic Outlook. Classic Outlook is the older desktop app, with a File tab on the ribbon.
In a browser, the same guide covers Outlook on the web for work or school accounts at outlook.office.com or outlook.office365.com. Exclaimer's IT guide to email signatures in the new Outlook for Windows covers what changes when an organization moves to it.
Where each version of Outlook keeps the email signature setting
The email signature setting sits in four places, depending on the version. Exclaimer's guide to creating a Microsoft 365 email signature adds the File route for classic Outlook.
Version | Where to find it |
New Outlook for Windows, Outlook on the web, and Outlook.com | Settings > Accounts > Signatures |
Classic Outlook for Windows | Signature > Signatures on a new email's Message tab, or File > Options > Mail > Signatures |
Outlook for Mac | Outlook > Settings > Mail > Signatures |
Outlook mobile app | Settings > Mail > Signature |
How to change an email signature in new Outlook for Windows
Microsoft's support article on adding and changing an email signature puts the setting at Settings > Accounts > Signatures in new Outlook for Windows.
Select Settings (the gear icon) in the top-right corner.
Select Accounts > Signatures.
If you have more than one account, pick the account whose email signature you're changing.
Select Edit signature (the pencil icon) next to the email signature.
Make your changes, then select Save.
How to change an email signature in classic Outlook for Windows
In classic Outlook for Windows, the email signature settings open from a new email or from the File tab.
Open a new email, then select Signature > Signatures on the Message tab, or go to File > Options > Mail > Signatures.
Under Select signature to edit, choose the email signature.
Make your changes in the Edit signature box.
Select Save, then OK.
Tip
Microsoft's support article on adding and changing an email signature says classic Outlook won't add a newly created email signature to the message you opened to get there, so start a fresh email to check the result.
How to change an email signature in Outlook on the web
Outlook on the web and Outlook.com use the same path as new Outlook for Windows: Settings > Accounts > Signatures.
Sign in at outlook.office.com with a work or school account, or at Outlook.com with a personal account.
Select Settings (the gear icon) at the top of the page.
Select Accounts > Signatures.
Select Edit signature next to the email signature.
Make your changes, then select Save.
If your screen doesn't match these steps, your organization can run an older Outlook Web App. Microsoft's guide to Outlook versions describes the older app as used only in work or school environments hosting their own Exchange Server.
How to change an email signature in Outlook for Mac
Microsoft's Mac email signature article puts the setting at Outlook > Settings > Mail > Signatures in Outlook for Mac.
On the Outlook menu, select Settings.
Under Mail, select Signatures.
Under Signature name, select the email signature, then select Edit.
Make your changes, then close the Signatures window.
The Mac article (updated October 13, 2026) gives October 2026 as the end of support for legacy Outlook for Mac. The same article keeps separate steps for the legacy version.
How to change an email signature in the Outlook mobile app
Microsoft's mobile email signature steps put the setting at Settings > Mail > Signature in the Outlook app for iOS and Android.
Open Settings.
Under Mail, tap Signature.
Type your new email signature, or turn on Per Account Signature and enter one for each account.
Where the picture and Link options are in Outlook for Mac
Microsoft's Mac email signature article puts the picture option and the Link option under See more items (...) in the Outlook for Mac email signature editor. The Link option asks for Text to Display and Address.
For image steps in classic Outlook and new Outlook, Exclaimer's guide to creating a Microsoft 365 email signature lists each step.
Why a new email signature isn't added to emails
In new Outlook for Windows, checkboxes on the Signatures page decide whether Outlook adds the email signature to new messages and to replies and forwards. Classic Outlook sets the same default for each account.
Check the default for the account you're sending from, then make sure the account in the From field is the account you edited. If the email signature is missing altogether, the guide to fixing Outlook email signatures that aren't working covers more causes.
Which accounts roam email signatures between devices
Roaming signatures is Microsoft's feature for storing an email signature in the mailbox, so the email signature follows the account to other devices. Microsoft's roaming signatures documentation (updated September 18, 2026) says Outlook for Windows (build 2303 or higher) stores email signatures in the mailbox for Microsoft 365 and Outlook.com accounts.
Email signatures set as an account's default moved to the mailbox when roaming began. The same page lists these accounts as not roaming:
Accounts on on-premises Exchange
Accounts on third-party mail services
Post Office Protocol (POP) accounts
Internet Message Access Protocol (IMAP) accounts
Tip
Microsoft's roaming signatures documentation doesn't mention Outlook for Mac or the mobile app, so edit the email signature in each one separately.
Why recipients see a different email signature
Microsoft's guide to organization-wide email signatures and disclaimers describes how an Exchange Online mail flow rule adds the email signature as mail passes through Exchange. Senders can't see the added email signature in their Sent Items folders.
Your own Outlook setting can't change the added email signature, so ask your IT team who manages the rule.
Exclaimer's guide to Office 365 transport rules, also called Exchange mail flow rules, explains how the rules work.
How to change email signatures across an organization
An organization can change email signatures through per-user Outlook settings, Exchange mail flow rules, or a central email signature management platform.
Approach | How a change rolls out | Limits and source |
Per-user Outlook settings | Each employee edits their own email signature, or IT distributes one to each device with a script or add-in | Microsoft's roaming signatures page warns that add-ins writing email signatures to a device's hard drive or registry stop working when roaming signatures is enabled in Outlook for Windows |
| Exchange mail flow rules | An admin's disclaimer rule adds the email signature as mail passes through Exchange Online, with variables like a user's phone number | Per Microsoft's organization-wide guide, the rule can't sit under the latest reply or embed images, doesn't show in the sender's Sent Items, and skips any line whose user detail is blank |
Central email signature management platform | The platform fills templates from directory data like Microsoft Entra ID and adds the email signature on the server after sending or inside Outlook through an add-in | Needs a separate purchase, and exceptions depend on the tool. Exclaimer's Office 365 signature tools guide and roaming signatures comparison cover the options |
Do companies still send email signatures out as Word documents?
Some companies still send employees Word documents of approved email signatures to copy, according to Microsoft MVP J. Peter Bruzzese.
“Believe it or not, even today there are companies disseminating Word documents with ‘approved’ email signatures and instructions for employees to copy the one they want to use into their various email clients.”
Source: Conversational Microsoft 365 Email Signatures, 10th edition (2026, sponsored by Exclaimer)
How to change email signatures for everyone from one place
Word files, scripts on each device and mail flow rules each leave someone maintaining copies or working within fixed limits. Exclaimer changes email signatures from a web portal, with no scripts, Group Policy or custom code.
Our guide to updating Outlook email signatures with Exclaimer walks through the steps.
