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How to Update Email Signature in Outlook

Update your Outlook signature when you change jobs, get promoted, move offices, rebrand, or redesign. The process is the same as editing — but this guide also covers the checklist of what to update and where, since Outlook stores signatures in multiple separate locations.

Updated: March 2026·~3 min read·Works with: Outlook 2016, 2019, 2021, 365, OWA, Mobile

Outlook stores signatures in 3 separate places

  • •Desktop app — File → Options → Mail → Signatures
  • •Outlook Web (OWA) — Settings → Mail → Compose and reply
  • •Outlook Mobile app — App Settings → Signature

Changes to one do not affect the others. If you use multiple surfaces, update each one.

What to Update in Your Signature

Trigger: New job title or promotion

Update Job Title field. If your seniority changed significantly, consider redesigning the signature layout — a VP-level signature differs from a coordinator's.

Trigger: New company or rebrand

Update Company Name, email address, website URL, and logo. Replace the brand color to match the new identity. Update all social profile links.

Trigger: New phone number or office

Update the phone number field. If your company moved, update the address if it appears (legally required for UK limited companies).

Trigger: New email address

Update the email mailto: link and the visible email text. If your domain changed, update the website link too.

Trigger: New LinkedIn profile or portfolio URL

Update the social link URL and display text. Remove outdated social links (e.g. old company LinkedIn pages).

How to Update in Outlook Desktop (Windows)

1

Open Signature Settings

File → Options → Mail → Signatures…
2

Select Your Signature

Click the signature name in the left-side list.
3

Replace or Edit the Content

To replace entirely: press Ctrl+A (select all), then paste your updated signature from SignForge with Ctrl+V.
To edit specific fields: click on the text, select it, and type the new value.
4

Save

Click the Save button next to the signature name. Click OK.

How to Update in Outlook Web (OWA)

1

Open Settings

Gear icon → View all Outlook settings → Mail → Compose and reply.
2

Edit the Signature

Click inside the signature box. Update the fields or paste a new version.
3

Save

Click Save.

How to Update on New Outlook (2024 / 365 Cloud Version)

The 2024 redesigned Outlook app uses cloud-synced signatures stored in a different location.

1

Open Settings

Click the gear icon in the top right of the new Outlook.
2

Go to Accounts > Signatures

In the Settings panel, go to Accounts → Signatures.
3

Edit and Save

Select your signature, edit the content, and click Save.

After Updating: Test Your Signature

✓

Send a test to Gmail

Gmail renders HTML signatures differently from Outlook. Confirm your links are clickable, images load, and the layout holds up.

✓

Check on mobile

View your test email on a phone to confirm it's not wider than the screen. Signatures wider than 600px cause horizontal scrolling on mobile.

✓

Verify all links work

Click every link in the signature: phone number (tel: link), email (mailto: link), website, LinkedIn, and any other social links.

Related Guides

Redesigning Your Signature? Start Here.

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