How to edit or change your Outlook signature: A complete guide

A professional email signature is more than just a sign-off: it’s a branding tool that ensures consistency, clarity, and professionalism in every email. Whether you’re a sales rep, HR manager, or IT admin, having a standardized Outlook electronic signature can streamline communication and reinforce your brand. This guide will walk you through editing or changing your Outlook signature across platforms, troubleshooting common issues, and designing a signature that aligns with your organization’s goals.

Key takeaways: 

• For company-wide branding, admins can add server-side signatures via Exchange Online mail flow rules, but these can’t place the signature directly under replies and won’t show in users’ Sent Items.
  
• If signatures don’t sync between desktop and web, there’s a known roaming signature issue; follow Microsoft’s fix/workarounds.
  
• You can enrich signatures with logos, social icons, and templates provided by Microsoft support articles.
  
• “Outlook electronic signature” (typed image/HTML name block) is not the same as a cryptographic digital signature (S/MIME); Outlook supports both, but they serve different purposes.

Why your Outlook signature matters

For teams in sales, HR, and operations, a clean and consistent email signature is a low-effort way to enhance branding. It standardizes contact details, legal disclaimers, and links to key workflows, such as contract eSigning. By following this guide, you’ll learn how to update your signature on Windows, Mac, and Outlook on the web, while also exploring admin-level options for organization-wide consistency.

Microsoft Outlook signatures vs. SignNow eSignatures: what’s the difference?

The key distinction is: “How do Outlook signatures interact with document eSigning?” The table below clarifies how each option functions, when to employ it, and why teams frequently integrate Outlook signatures with signNow for more efficient and legally sound document workflows.

Feature	Microsoft Outlook email signatures	SignNow eSignatures
Primary purpose	Email branding and identification	Legally binding electronic document signing
Typical use case	Adding name, title, company info, logo, and links to emails	Signing contracts, agreements, HR forms, and other business documents
Legal validity	❌ Not legally binding (visual/HTML signature only)	✅ Legally binding under ESIGN, UETA, and eIDAS regulations
Security & compliance	Basic email security only	Enterprise-grade security, audit trails, and compliance standards
Automation capabilities	Limited to manual or admin-enforced signatures	Advanced automation with templates, workflows, and bulk sending
Placement	Appears at the bottom of emails	Embedded directly into documents requiring signatures
Admin control	Exchange Online mail flow rules (with limitations)	Centralized admin control for templates, users, and workflows
Integration with workflows	Links can point to tools (e.g., “Send for eSign”)	Native integrations with CRMs, cloud storage, and productivity tools
Best for	Brand consistency and professional communication	Closing deals, approvals, and document execution faster
Example CTA	“Send me documents to eSign” (link in signature)	“Sign document online now” via secure signing link

Microsoft Outlook signatures are ideal for maintaining professional branding and consistent communication, but they are not designed for legally binding approvals. For signing contracts and critical documents, teams rely on SignNow eSignatures to securely sign, send, and manage documents at scale, often linking directly to SignNow workflows from their Outlook signature for a seamless experience.

How to edit or change your outlook signature (by platform)

New Outlook for Windows and Outlook on the web

The new Outlook for Windows shares its settings with Outlook on the web, making the process seamless.

Steps:

1. Go to Settings (gear icon) → Accounts → Signatures.
2. Select the account (if you have multiple) and click Add signature or choose an existing one to edit.
3. Use Choose default signature to set defaults for New messages and Replies/forwards.
4. Click Save.

Notes:

• The steps are identical for both new Outlook and Outlook on the web.
• On the web, you can also navigate to Settings → Mail → Compose and reply to edit your signature.

Classic Outlook for Windows

Classic Outlook uses a different path for signature settings.

Steps:

1. Navigate to File → Options → Mail → Signatures.
2. Under Select signature to edit, pick a signature or create a new one.
3. Edit the content in Edit signature and set defaults for New messages and Replies/forwards.
4. Click Save → OK.

Adding a Logo or Image:

1. Go to Message → Signature → Signatures.
2. Select your signature and click Insert Image.
3. Resize the image via Picture → Size → OK.

Outlook for Mac

Mac users can easily update their signatures through the app’s settings.

Steps:

1. Open the Outlook menu → Settings → Signatures.
2. Choose the account and set defaults for New messages and Replies/forwards.
3. Select a signature under Signature name, edit the content, and close to save changes.

Accessibility tip: Use VoiceOver and keyboard navigation for a seamless experience, following Microsoft’s screen-reader guidance.

Outlook on the web (Microsoft 365 Work/School)

For web users, the process is straightforward.

Steps:

1. Go to Settings (gear icon) → Mail → Compose and reply.
2. Enter or edit your signature and set defaults for New messages and Replies/forwards.
3. Click Save.

Organization-wide signatures for consistent branding

Admins can enforce organization-wide signatures using Exchange Online mail flow rules. These rules allow you to add disclaimers or branding to all outbound emails. However, there are limitations:

• Server-side signatures cannot appear directly under replies or forwards.
• They won’t show in users’ Sent Items, as they are applied after the email is sent.

Pro tip: To ensure reply placement, consider client-side signatures or third-party tools.

How to design a professional Outlook signature

A well-designed signature is both functional and visually appealing. Here’s how to create one quickly:

1. Start with a Template: Use Microsoft’s signature templates to save time. Customize the text, images, and links to match your brand.
2. Add Social and Visual Cues: Include social media icons, logos, and a clear call-to-action (e.g., “Send for eSign with signNow”).
3. Keep It Accessible: Use real text instead of images, provide alt text for logos, and ensure sufficient contrast for readability.

Recommended Fields:

• Name
• Role
• Company
• Phone
• Website
• Meeting link
• Address (optional)
• Legal note (if required)
• Links to workflows (e.g., “Send me docs to eSign” linking to a SignNow template).

You can also design a unique signature image for your emails in SignNow and download it. For such purposes, we recommend you creating an image that differs from the legally binding eSignature you use.  

Troubleshooting common issues

For all the issues that may arise with your Microsoft Outlook signatures, use the guidance from Microsoft support. Here are two examples of common troubles connected with email signatures: 

1. Server-side signature placement:
   Exchange mail-flow rules append signatures at the end of email threads, not directly under replies. Use client-side signatures for better placement.
2. Missing signature settings in new outlook:
   The new Outlook and Outlook on the web share the same path: Settings → Accounts → Signatures.

Final thoughts

A professional Outlook signature is a small but impactful way to enhance your brand and streamline communication. By following this guide, you can ensure your email signatures are consistent, accessible, and aligned with your organization’s goals. For teams using signNow, adding a clear call-to-action in your signature can further optimize workflows and improve document turnaround times. Ready to take your email game to the next level? Update your Outlook signature today and include a direct link to a seamless SignNow document workflow into it. 

FAQs

1. Can I have a different Outlook electronic signature for replies than for new emails?
Yes, all Outlook versions allow you to set separate defaults for New messages and Replies/forwards. This feature ensures that your signature is tailored to the context of your email, such as a full signature for new emails and a shorter one for replies. It’s a great way to maintain professionalism while keeping email threads concise.

2. Why doesn’t my company-wide signature appear in my Sent Items?
Server-side signatures are applied after the email leaves the client, which is why they don’t show in your Sent Items folder. This is a limitation of Exchange mail flow rules, as the signature is added during the delivery process. To see the signature in Sent Items, consider using client-side signatures instead.

3. Can I centrally force the same Outlook electronic signature for everyone?
Yes, admins can enforce organization-wide signatures using Exchange Online mail flow rules. These rules ensure consistent branding and legal disclaimers across all outbound emails. However, note that server-side signatures may not appear directly under replies or in Sent Items, so plan accordingly.

4. Is my Outlook “electronic signature” legally binding?
No, the visual email signature in Outlook is primarily for branding and contact information. For legally binding eSignatures, you need to use a compliant platform like SignNow, which ensures security and legal validity. Sending documents for eSignature through SignNow is a better option for contracts and agreements.

5. How do I quickly design a good-looking signature?
You can start with a Microsoft template and customize it with your name, role, logo, and links to match your branding. Alternatively, you can create a professional image of your signature using SignNow and upload it to Outlook. Both methods ensure your signature looks polished and aligns with your organization’s standards.