How to Change Signature in Outlook & How to Add A New One?

Email signatures allow you to customise and brand your emails in Outlook. Whether you want to update your contact information, promote your business, or simply add a quote, signatures are easy to create and manage. But sometimes, you might need to change your signature or add a new one. In this write-up, we will discuss how to change signature in outlook and how to add a new one. 

how to change signature in outlook?

The steps to change signature in Outlook include- 

  • Step 1: Open Outlook and go to the File tab at the top left. Click on Options.
  • Step 2: In the Options window, click on Mail. Then click on the Signatures button. 
  • Step 3: In the Signatures and Stationery window, ensure you are on the E-mail Signature tab. Here you can create and manage your email signatures.
  • Step 4: To make changes to an existing signature, select it from the list, then edit the text/formatting in the Edit signature section.
  • Step 5: To set a default signature, choose it from the list, then click Default in the bottom right. This signature will be automatically added to all new emails you compose.
  • Step 6: To add a signature to replies/forwards, check the box next to Automatically include my signature on messages I send.
  • Step 7: Under Choose default signature for replies/forwards, pick which signature you want automatically added to replies and forwards. 
  • Step 8: If you want a different signature for new emails vs replies/forwards, set a default signature under Emails I compose and choose a signature under Replies/forwards I compose.
  • Step 9: To make signatures differ by account, click Per account and choose signatures for each email account.
  • Step 10: If you are wondering how to change signature in outlook, the last step is to click Ok to save your changes. Your updated signatures will now be available to insert into emails.

And that’s it! Following these steps allows you to create professional email signatures in Outlook that you can customise for different types of emails.

How to Add a New Signature in Outlook?

Now that you know how to change signature in outlook, let’s have a look at how to add a new signature. 

  • Step 1: Open Outlook and go to the File tab at the top left. Click on Options.
  • Step 2: In the Outlook Options window, click on Mail. Then click the Signatures button.
  • Step 3: In the Signatures and Stationery window, ensure you are on the E-mail Signature tab. This is where you manage all your email signatures. 
  • Step 4: To create a new signature, click the New button at the top. 
  • Step 5: In the New Signature window, type a name for your signature in the Label field. Use a descriptive name to easily identify the signature later.
  • Step 6: In the Edit signature section, compose the contents of your signature. You can type text, add images, include hyperlinks, etc. Customise it however you like.
  • Step 7: Optionally, you can use the Font and Paragraph formatting options to modify the text style, color, alignment, etc. Make it match your brand identity.
  • Step 8: When you are done composing the signature, click Ok to save it.
  • Step 9: Now back in the Signatures and Stationery window, select your newly created signature from the list.
  • Step 10: If you want this new signature to be your default for new messages, click the Default button.
  • Step 11: You can also choose signatures for Replies/forwards and add different signatures for each email account if desired.
  • Step 12: Click Ok at the bottom to save all changes when done. 
  • Step 13: To add the signature to an email, compose a new message and go to the Insert tab. 
  • Step 14: Click the Signature button and select your new signature from the list. It will be inserted into the email.

Your new custom email signature is now available to use in Outlook. Make sure to update it regularly as your contact details change. Signatures allow you to professionally brand your emails.

Conclusion

Knowing how to change signature in outlook and how to add a new one is an invaluable skill for any professional. It helps make a strong impression on recipients. This also ensures your details are current and enables you to highlight new services, offerings, initiatives, and partnerships. Whether you want to amend a signature or design one from scratch, it is a critical technique that enhances professionalism and effectively promotes your business.

Frequently Asked Questions

Q: How do I set a default signature in Outlook? 

A: After creating signatures, select one from the list in the Signatures window and click Default. This will be added to new emails. 

Q: How do I edit an existing email signature in Outlook? 

A: As we mentioned above in our step by step guide of how to change signature in outlook, open the Signatures window, select the signature, edit the text in the Edit signature section, and click Ok to save changes. 

Q: Can I create separate signatures for new mails and replies/forwards? 

A: Yes, set a default signature for emails you compose and choose a different one for replies/forwards.

Q: How do I make signatures different for each email account? 

A: In the Signatures window, click Per account and choose different signatures for each.

Q: Why is my signature not showing up in email replies? 

A: Check the box for Automatically include my signature on messages I send.

Q: How do I remove the default signature from an email? 

A: Open the email, delete the signature text, and send. Signatures are not permanently added.

 

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