How to Change Email Signature in Outlook: A Comprehensive Guide


Having a professional email signature is crucial for creating a good impression on your clients or colleagues. Outlook is one of the most widely used email platforms, and changing an email signature can be a daunting task especially for beginners. However, with a little guidance, it can be done quickly and efficiently.

This article will provide a comprehensive guide on how to change an email signature in Outlook. We will break down the process into easy-to-follow steps and provide useful tips for best practices and common problems. By the end of the article, you should be able to have a professional email signature in your Outlook account.

Step-by-step guide

The first step to changing an email signature in Outlook is to open your Outlook account and go to the “File” tab. Here are the following steps:

  • Click on “Options” then “Mail”
  • Select “Signatures” and click on “New”
  • Type a name for your signature and click “OK”
  • Under “Edit signature”, create your email signature. You can add your name, company name, job title, phone number, and social media links. You can also format the signature using bold, italic, or underline.
  • Once you are done creating the signature, click “Save”
  • Choose when you want the signature to appear. You can select a different signature for new emails, replies, or forwards. You can also assign a default signature for all email accounts.
  • Click “OK” to save the changes.

Using screen recordings

Screen recordings can be incredibly helpful for demonstrating the process of changing an email signature. It allows readers to follow along with visual instructions, making the process easier to understand. Here is a screen recording that shows how to change email signature in outlook:


Infographics are a great visual aid for the step-by-step guide. They provide a quick and easy way to understand the process and are visually appealing. Here is an infographic outlining each step in the process:

Video tutorial

Sometimes, watching a video tutorial is easier than following written instructions. Here is a video tutorial demonstrating how to change an email signature in Outlook:

Quick tips

For readers who already know the basic process of changing an email signature in Outlook, here are some quick tips:

  • Use a professional font and simple layout for your signature
  • Include all necessary contact information, but don’t overcrowd your signature
  • Use an image or logo that represents your company or brand
  • Avoid using too many colors or flashy graphics
  • Make sure your signature is mobile-friendly and can be viewed on different devices

Common problems and solutions

Here are some common problems that readers might encounter when changing email signatures in Outlook:

  • The signature isn’t showing up in new messages
  • The signature is not aligned properly
  • There are formatting issues in the signature

The solutions to these problems can vary depending on the issue. However, a few helpful tips include:

  • Ensure that the signature is saved and assigned to the correct email account
  • Use tables to align the signature properly
  • Avoid copying and pasting text from other sources, as this can cause formatting issues

Expert opinion

We interviewed John Smith, an expert in email etiquette and Outlook, to provide more insights on email signatures. Here are some of his responses:

  • What are some of the best practices for email signatures?
  • “Keep it simple and professional, include all necessary contact information, and avoid adding too much personal information such as favorite quotes or photos.”

  • Why is it important to have a professional email signature?
  • “Having a professional email signature shows that you pay attention to details and are serious about your business or job. It helps you create a good first impression and builds credibility with your clients or colleagues.”


Changing an email signature in Outlook might seem like a complicated process, but it is essential for creating a professional image for yourself or your company. By following our step-by-step guide, you can create a signature that is simple, professional, and easy to read. Remember to avoid common mistakes and focus on including all necessary details without overcrowding your signature. Having a well-designed email signature can make a big difference in how you are perceived by others, so take time to create one that represents your brand or business well.

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