How to add or change your Outlook signature
Adding a signature and changing an existing one live in the same panel, but the panel moved in every version of Outlook. Below: a 10-second check for which Outlook you're on, then the exact click path per version. Adding is steps 2 to 6. Changing an existing one is the same panel plus one extra click, spelled out in the last section.
Live example
One of ten built-in Looks. Every element is editable in the builder — colors, photo, links, tagline.
Step-by-step
- 1
Which Outlook do I have? (10-second check)
Windows: if the top-right shows a Try the new Outlook toggle, you're on classic Outlook, skip to step 3. If there's no toggle and the ribbon looks thinner, you're on the new Outlook, step 2. Mac: step 4. Browser tab at outlook.com or outlook.office.com: step 5. Phone: step 6. New and classic Outlook do NOT share signatures, if you use both, you'll set the same one twice. - 2
New Outlook for Windows (default in 2026)
Click Settings (gear, top right) → Accounts → Signatures. Click + New signature, name it, paste, and set it as the default for both new messages and replies / forwards, they're separate dropdowns and Outlook only honours the reply signature if you set it explicitly. On new Outlook the signature roams via your Exchange account, so it appears in Outlook Web and the mobile app within a few minutes. - 3
Classic Outlook for Windows
Go to File → Options → Mail → Signatures…. Click New, paste your signature, and pick it as the default under "Choose default signature", one per account. Classic Outlook stores signatures locally in%AppData%\Microsoft\Signaturesas.htmfiles, which is why they don't sync to mobile and why you have to redo them if you reimage your laptop. Back that folder up before a Windows reinstall. - 4
Outlook for Mac
From the menu bar: Outlook → Settings → Signatures. Click + to add one, paste, and set the default in the Choose default signature panel at the bottom. If the pasted signature loses its layout, you probably pasted into the plain text pane by mistake, switch the account's default format to HTML under Preferences → Composing and try again. - 5
outlook.com / Outlook on the web
Click the gear → Mail → Compose and reply. Scroll to Email signature, click + New signature, paste, and check both Automatically include my signature on new messages I compose and … on messages I forward or reply to. - 6
Outlook mobile (iOS and Android)
Tap your account icon (top-left) → gear → the account name → Signature. If you're on new Outlook desktop with an Exchange account, the mobile signature is already there, untick Per-account signature if you want the same one everywhere. If you're on classic Outlook, paste the signature here separately; the mobile app can't reach your local.htmfiles. - 7
Need a signature to paste? Design one free
If you don't have HTML on your clipboard yet, open Wren's free builder in another tab, pick a Look, fill in your details and click Copy signature, no signup to design and copy. Then come back to whichever Outlook step above matches your version and paste. - 8
Test it once, everywhere
Send a test to a Gmail account and to yourself. Check on both desktop and mobile Outlook, the mobile app inherits the desktop signature on new Outlook, but classic Outlook needs a separate one under the app's Settings → Signature. Widen the Gmail window while you're there: Outlook's Word renderer collapses<br>spacing differently from Gmail, and a signature that looks tight in Outlook sometimes shows a stray blank line in Gmail. If it does, recopy from Wren rather than editing the pasted HTML.
Change an existing Outlook signature
You already have a signature and want to update the title, the phone, or replace it with a new design. The panel is the same as when you added it, plus one extra click to open the existing entry. Exact path per version, updated for 2026:
Settings (gear, top right), then Accounts, then Signatures. Click the existing signature name in the list to open it, edit the content, click Save. The change syncs to Outlook Web and mobile within a few minutes via your Exchange account.
File, then Options, then Mail, then Signatures. Pick the signature in the top list, edit it in the box below, click Save, then OK. Change does not sync to mobile or web because classic stores signatures locally.
Outlook, then Settings, then Signatures. Double-click the existing signature, edit it, close the editor window (Mac saves on close).
Gear, then Mail, then Compose and reply. Scroll to Email signature, select the existing signature from the dropdown, edit the content, click Save.
Tap your account icon (top-left), then the gear, then the account name, then Signature. Replace the text with your new signature. On new Outlook desktop with an Exchange account, you can leave mobile empty and let the desktop one roam.
Replacing the design entirely? Copy a fresh signature from the free builder first, then follow the version above. Selecting all in the existing signature and pasting the new one over it is the cleanest swap; do not try to edit the old HTML by hand.
Common questions
›Which Outlook do I actually have?
›My logo shows a broken image icon when it lands in the recipient's inbox.
<img src>, which is what Outlook expects. Repaste from Wren, then send a test to yourself , if the image appears, you're set. If it still doesn't, your recipient is on a locked-down tenant that blocks external images by default; there's nothing your signature can do about that.›My signature isn't syncing to the Outlook mobile app.
.htm files, so they never sync, set the mobile signature separately under the app's Settings.›The spacing looks wrong and my table has extra gaps.
›Can I deploy one signature to a whole company via Group Policy?
.htm, .rtf and .txt files into each user's %AppData%\Microsoft\Signatures folder, but it only covers classic Outlook on Windows, doesn't touch Mac, mobile or outlook.com, and breaks the moment someone edits their signature. If you actually need central control across every Outlook surface, use a signature manager instead of a GPO script.