How to Edit Signature in Outlook

How to Edit Signature in Outlook 365 (Desktop, Web & Mobile – Step-by-Step)

If your email signature in Outlook 365 isn’t showing correctly, keeps reverting to an old version, or looks different on each device, you’re not alone. Many users struggle because Outlook 365 has multiple versions, and each one stores signatures separately.

This guide shows you exactly how to edit your signature in Outlook 365 on desktop, web, and mobile, using clear, step-by-step instructions.

What Is an Email Signature in Outlook 365?

An email signature in Outlook 365 is a block of text (and sometimes images or links) that automatically appears at the end of your emails. It usually includes:

• Your name

• Job title

• Company name

• Phone number

• Website or social links

Outlook lets you create different signatures for new emails and replies/forwards.

How to Edit Signature in Outlook 365 (Desktop App – Windows)

This method works for the Outlook 365 desktop application on Windows.

1. Open Outlook 365 on your computer

2. Click File (top left corner)

3. Select Options

4. Click Mail from the left menu

5. Click the Signatures… button

You will now see the Signatures and Stationery window.

6. Select the signature you want to edit

7. Make your changes in the text box

8. Use formatting tools to add:

   • Font styles

   • Colors

   • Links

   • Images (logos)

9. Choose your email account

10. Set:

    • Signature for New messages

    • Signature for Replies/forwards

11. Click OK to save

Your updated signature will now appear in outgoing emails.

How to Edit Signature in Outlook 365 on the Web (Outlook.com)

Outlook Web stores signatures separately from the desktop app, which is why many users get confused.

1. Open Outlook.com in your browser

2. Sign in to your Microsoft account

3. Click the Settings (⚙️) icon

4. Select Mail

5. Click Compose and reply

6. Scroll to the Email signature section

7. Edit your signature text

8. Format it using:

   • Bold / Italics

   • Links

   • Emojis

   • Images (recommended small size)

9. Check:

   • Automatically include my signature on new messages

   • Include my signature on replies and forwards

10. Click Save

Your Outlook web signature is now updated.

How to Edit Signature in Outlook 365 Mobile App (Android & iPhone)

Outlook Mobile uses plain text signatures only.

1. Open the Outlook app

2. Tap your profile icon

3. Go to Settings

4. Select your email account

5. Tap Signature

6. Edit your signature text

7. Tap ✓ Save

⚠️ Note:

• No images

• No formatting

• Text only

Why Your Signature Looks Different on Desktop, Web, and Mobile

This is one of the most common Outlook 365 problems.

• Desktop and Web signatures are stored separately

• Mobile uses plain text only

• Changes in one version don’t sync automatically

You must edit the signature separately on:

• Desktop app

• Outlook Web

• Mobile app

Common Outlook 365 Signature Problems (And Fixes)

✔ Enable replies/forwards option in settings

Tips for a Professional Outlook 365 Signature

• Keep it short and clean

• Avoid too many colors

• Limit images to 1 logo

• Use clickable links

• Test by sending an email to yourself

A clean signature looks more professional and avoids display issues.

Final Thoughts

Editing your signature in Outlook 365 is easy once you understand that each version works separately. Whether you’re using the desktop app, web version, or mobile app, following the correct steps ensures your emails always look professional.

Now you know exactly how to edit a signature in Outlook 365 — without confusion.