How to add, change or edit your email signature in Outlook

⏱ 3 min read·Updated 2026·New & Classic Outlook · Web · Mobile

Whether you want to add a new signature or change the one you already have, the steps below cover every Outlook version — New Outlook, Classic desktop, web and mobile. Create your signature image first (right here), then set it in Outlook. No add-ins, no account.

1

Create your signature image

Type your name and pick a style, then download the PNG. Already have one? Skip to step 2. For full options — drawing freehand, choosing colours, uploading a photo of a wet signature — open the Signature Maker.

Sophie Martin
2

Open Outlook signature settings (New, Classic, Web & Mobile)

Microsoft changed the menu between versions, which is why most guides send you to the wrong place. Use the path for your version:

  • New Outlook (Windows) & Outlook on the web: ⚙ Settings → Accounts → Signatures.
  • Classic Outlook (desktop): File → Options → Mail → Signatures…
  • Outlook mobile (iOS/Android): profile icon → ⚙ Settings → Signature.
What you'll see

In Classic Outlook the Signatures and Stationery window lists your existing signatures on the left with a formatting toolbar above the editing box. In New Outlook and on the web, the editor appears inline under Email signature with its own bold, italic and image controls. The mobile app only offers a plain-text signature box.

3

Insert your image and details

Click New, name the signature, then use the image icon to insert your PNG. Add your name, job title and company beneath the image so recipients can read your details as text too.

What you'll see

The image icon sits in the editor’s mini-toolbar, just right of the font and colour controls. After inserting, your PNG appears in the editing box — click it to drag the corner handles and resize, then type your name and title on the line below.

4

Set as default and test

Under Choose default signature, set it for New messages and Replies/forwards. Send yourself a test email to confirm the image displays correctly on desktop and mobile.

Want a full HTML signature with photo and links?
Skip the image and generate a complete block instead.
Open the generator →

Frequently asked

How do I change my existing email signature in Outlook?

Open the same Signatures window — Settings → Accounts → Signatures in New Outlook and on the web, or File → Options → Mail → Signatures in Classic Outlook. Select the signature in the list, edit it in the box and save. Your changes apply to new messages and replies straight away.

Where is the signature setting in the New Outlook?

In the New Outlook for Windows and Outlook on the web, click the ⚙ gear icon at the top right, then Accounts → Signatures. This replaced the old File → Options → Mail path that Classic Outlook still uses.

Can I change my email signature in the Outlook mobile app?

Yes. In the Outlook app for iOS or Android, tap your profile icon, open Settings, scroll to Signature and edit the text. The mobile app supports a plain-text signature; for a full HTML signature with image and links, set it on desktop or web.

Does it work on Outlook 365, Classic and New Outlook?

Yes. The menu path differs by version, but all of them support inserting an image signature and setting it as the default for new messages and replies.

My signature image has a white box around it — how do I fix it?

Download the transparent PNG (not the white-background version) from the Signature Maker, and make sure you insert it as an image rather than pasting it from a screenshot.