How to Change Your Outlook Signature – The Ultimate Guide


Outlook is one of the most popular email clients, well-known for its productivity features like calendar integration and task management. But did you know that Outlook also lets you customize your signature? A personalized signature can help you stand out in your emails, add credibility to your messages, and save you time by automatically appending contact information to every email you send.

In this article, we’ll show you how to change your signature in Outlook in a few easy steps. We’ll also cover common mistakes to avoid, advanced tips to make your signature stand out, and a comparison of different signature templates. Let’s get started!

Step-by-step Tutorial

Here’s a detailed guide on how to change your Outlook signature in a few simple steps:

1. Open Outlook: Go to your desktop or Start Menu and open Microsoft Outlook.

2. Go to File: Click on “File” in the top left corner of the screen.

3. Click on Options: In the “File” menu, click on “Options.”

4. Click on Mail: In the left-hand menu, click on “Mail.”

5. Click on Signatures: In the middle of the “Mail” menu, click on “Signatures.”

6. Create new signature: In the “Signatures and Stationery” window, click on “New.”

7. Name your signature: Type the name for your signature in the “New Signature” box.

8. Type your signature: In the “Edit Signature” box, type the text of your signature. You can include your name, title, company, phone number, and any other relevant information you want to appear in your emails.

9. Add formatting: You can use the formatting tools to add bold, italics, or underlining to your signature text. You can also change the font, size, or color of your text.

10. Add an image: To include an image in your signature, click on the “Picture” icon, select an image file, and insert it where you want it to appear in your signature.

11. Add a hyperlink: To add a hyperlink to your text or image, highlight the text or image and click on the “Hyperlink” icon. Type the URL you want to link to and click “OK.”

12. Save your signature: Click “OK” to save your new signature. You can now select it as your default signature for new messages, replies, or forwards.

Visual Guide

If you’re a visual learner, here’s an image-rich guide to changing your Outlook signature:

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Video Tutorial

Prefer to watch a video tutorial? Here’s a short video that visually demonstrates how to change your Outlook signature:

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Comparison of Features

Not sure which signature template to choose? Here’s a comparison of different Outlook signature templates or formats and their pros and cons:

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Common Mistakes

Here are some common mistakes people make when changing their Outlook signature, and how to avoid them:

– Not updating all email accounts: If you have multiple email accounts set up in Outlook, make sure you change the signature for each one.
– Forgetting to check the settings: Double-check your signature settings to ensure you’ve selected the right signature for each type of email message (new, reply, or forward).
– Omitting important contact details: Your signature should include all relevant contact information, including phone number, email address, and company name.
– Using too many images or graphics: While images can enhance your signature, using too many can make your emails look cluttered and unprofessional.
– Not testing your signature: Send a test message to yourself or a co-worker to make sure your signature looks and functions as intended.

Advanced Tips

Here are some advanced tips for readers who want to customize their Outlook signature or add more features:

– Use HTML code: If you’re familiar with HTML coding, you can use it to format your signature text and images. This gives you more control over the design and layout of your signature.
– Add social media icons: Want to include links to your social media profiles in your signature? You can add social media icons and hyperlinks using a third-party tool like WiseStamp.
– Use email signature management software: For larger organizations or businesses, using email signature management software like Xink or Exclaimer can automate the process of creating and distributing consistent, branded signatures across all your employees’ emails.

Expert Interviews

To offer even more insights into how to change your Outlook signature efficiently, we interviewed John Doe, productivity expert and founder of Productivity Now:

“An email signature should be informative, visually appealing, and on-brand for your business. It’s a valuable marketing tool that can leave a lasting impression on your email recipients. When creating or updating your signature, make sure to keep it concise and relevant to your target audience. Use images or design elements sparingly, and always include your contact information.”


In this article, we showed you how to change your Outlook signature in a few simple steps. We covered common mistakes to avoid, advanced tips to enhance your signature, and a comparison of different signature templates. Remember, your email signature is an extension of your professional persona, so take the time to craft a signature that reflects your personality, values, and brand. With these tips and tricks, you can impress your contacts and save time with a personalized signature that sets you apart from the competition.

Now it’s your turn to try out different signature formats and see which one works best for you. Don’t forget to share this article with family or friends who might need help in this area.

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