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How to Edit Email Signature in Outlook

Editing an Outlook signature means opening the Signatures dialog, selecting the signature you want to change, and modifying the content. Changes take effect immediately on all new emails. Desktop and web signatures are stored separately — editing one does not affect the other.

Updated: March 2026·~2 min read·Works with: Outlook 2016, 2019, 2021, 365, OWA

Quick Answer

Windows: File → Options → Mail → Signatures → select signature → edit → Save → OK
Mac: Outlook → Preferences → Signatures → select → edit → close
Web: Settings gear → View all settings → Mail → Compose and reply → edit → Save

Edit Signature in Outlook on Windows

1

Go to File > Options > Mail > Signatures

Open Outlook. Click File → Options → Mail. Click the Signatures… button in the “Compose messages” section.
2

Select the Signature

The “Select signature to edit” list shows all your saved signatures. Click the one you want to modify. Its content loads into the editing area on the right.
3

Make Your Edits

Edit directly in the text box — update phone numbers, title, company name, etc. To replace the entire signature, press Ctrl+A to select all content, then paste a new version with Ctrl+V.
4

Save the Signature

Click the Save button (the floppy disk icon next to the signature name field). Then click OK to close.

Edit Signature in Outlook on Mac

1

Open Preferences

Menu bar: Outlook → Preferences (or Cmd + ,).
2

Open Signatures

Click Signatures.
3

Select and Edit

Click your signature in the list on the left. The content appears in the right panel. Edit the text directly or paste a replacement.
4

Close to Save

Close the Signatures window. Changes are saved automatically.

Edit Signature in Outlook Web (OWA)

1

Open Settings

Click the gear icon (top right) → View all Outlook settings.
2

Go to Compose and Reply

Mail → Compose and reply.
3

Edit the Signature

Click inside the signature editor box. The content is editable — modify it directly or replace entirely by selecting all and pasting.
4

Save

Click Save at the top of the page.

Edit Signature in Outlook Mobile

1

Open App Settings

Tap your profile photo → gear icon (bottom left).
2

Find Signature

Tap your account name, then tap Signature.
3

Edit and Save

Modify the text. Tap the back arrow — saves automatically.

Common Issues When Editing Outlook Signatures

Can't find the Signatures button

In Outlook on Windows, the Signatures button is at File > Options > Mail — not in the ribbon or compose window. Some corporate deployments restrict access to this menu; contact your IT admin.

Edits not saving — signature reverts to old version

You must click the Save button (floppy disk icon) next to the signature name before clicking OK. If you click OK without saving first, Outlook discards your changes.

Editing in desktop but web version shows old signature

Desktop and OWA signatures are completely separate. You need to edit both independently. There is no sync between the two.

Pasting a new signature breaks the formatting

Outlook must be in HTML compose mode (not Plain Text). Check File > Options > Mail > 'Compose messages in this format: HTML'. In Plain Text mode, all HTML formatting is stripped on paste.

Related Guides

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