How to change signature in outlook

Last Updated: Feb 19, 2024 by

Your email signature is an essential part of your branding and communication. It is the last thing your recipients see before they decide to respond or delete your email. Therefore, it is crucial to have a professional and consistent signature that represents your brand and provides necessary contact information.

If you are using Microsoft Outlook as your email client, you may be wondering how to change your signature. In this article, we will guide you through the process of changing your signature in Outlook and provide tips for creating an effective and branded signature.

Why Is Your Email Signature Important?

Your email signature is more than just a sign-off at the end of your email. It is an opportunity to showcase your brand, provide essential contact information, and leave a lasting impression on your recipients.


Your email signature is an extension of your brand. It should include your company logo, brand colors, and any other branding elements that represent your business. This consistency in branding helps to build brand recognition and trust with your recipients.

Contact Information

Your email signature should include all the necessary contact information for your recipients to reach you. This includes your name, job title, company name, phone number, email address, and website. Having this information readily available in your signature makes it easier for your recipients to contact you.


A well-designed and consistent email signature adds a level of professionalism to your emails. It shows that you pay attention to detail and take your communication seriously. This can help to build trust with your recipients and leave a positive impression.

How to Change Your Signature in Outlook

Changing your signature in Outlook is a simple process. Follow these steps to update your signature:

  1. Open Microsoft Outlook and click on the “File” tab in the top left corner.
  2. In the “File” menu, click on “Options.”
  3. In the “Outlook Options” window, click on “Mail” in the left-hand menu.
  4. Scroll down to the “Signatures” section and click on “Signatures.”
  5. In the “Signatures and Stationery” window, click on the signature you want to change.
  6. Make your desired changes to the signature in the text box.
  7. Click “Save” to save your changes.

Your signature is now updated and will be automatically added to any new emails you compose.

Tips for Creating an Effective and Branded Signature

Now that you know how to change your signature in Outlook, let’s discuss some tips for creating an effective and branded signature.

Keep It Simple

Your email signature should be simple and easy to read. Avoid using too many colors, fonts, or images. Stick to your brand colors and use a maximum of two fonts. This will ensure that your signature is visually appealing and easy to read.

Include Your Logo

Your company logo is an essential part of your branding. Make sure to include it in your email signature. This will help to build brand recognition and make your signature stand out.

Use Social Media Icons

If your business has a presence on social media, consider including social media icons in your signature. This will make it easier for your recipients to find and follow your social media accounts.

Add a Call-to-Action

Your email signature is a great place to include a call-to-action. This could be a link to your latest blog post, a promotion, or a link to your website. This will help to drive traffic to your website and increase engagement with your brand.

Keep It Consistent

Consistency is key when it comes to branding. Make sure to use the same signature for all your email accounts and ensure that all employees in your company are using the same signature. This will help to maintain a consistent brand image and avoid confusion.

Tools for Managing Your Signature

Managing your signature can be a time-consuming task, especially if you have multiple email accounts or employees in your company. Fortunately, there are tools available that can help you manage your signature efficiently.

Email Signature Management Software

Email signature management software, such as Xink or CodeTwo, allows you to create and manage email signatures for all your employees in one central location. This ensures that all signatures are consistent and up-to-date.

Email Signature Generators

If you are looking for a quick and easy way to create a professional email signature, you can use an email signature generator. These tools allow you to choose from a variety of templates and customize your signature with your branding elements and contact information.

Common Mistakes to Avoid

When creating your email signature, there are a few common mistakes that you should avoid:

Using Too Many Images

While images can make your signature visually appealing, using too many images can make it look cluttered and unprofessional. Stick to one or two images, such as your company logo and a headshot.

Including Irrelevant Information

Your email signature should only include essential contact information. Avoid including unnecessary information, such as your home address or personal social media accounts.

Using Inconsistent Branding

Consistency is key when it comes to branding. Make sure to use the same branding elements, such as colors and fonts, in your signature as you do on your website and other marketing materials.

In Conclusion

Your email signature is an essential part of your branding and communication. By following the steps outlined in this article, you can easily change your signature in Outlook and create an effective and branded signature. Remember to keep it simple, include your logo, and use consistent branding. With the right tools and attention to detail, your email signature can leave a lasting impression on your recipients and help to build trust and recognition for your brand.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.