Master the easy solution on how to change email signature in Outlook with this comprehensive post! Whether you want to realize it on the web, desktop app, or mobile app, here are the steps that you can follow!
Whether you use Outlook for business or personal use, it's crucial to update your signature for a number of reasons. The following are the main reasons for changing your Outlook signature:
It is quite easy to update signature in Outlook 365. In this part, you can see the specific steps for doing so on the Outlook web, desktop app, and mobile app.
Step 1. Open the Outlook website and sign in to your account.
Step 2. Click the gear icon in the upper-right corner to open settings.
Step 3. Go to the “Account” tab and choose “Signatures”.
Step 4. Change or add a new signature.
Step 1. Enter new Outlook in the Start menu and open the Outlook desktop app. Then, log in to your account.
Step 2. Click the gear icon in the upper-right corner to open settings.
Step 3. Go to the “Account” tab and choose “Signatures”.
Step 4. Change or add a new signature.
Step 1. Enter classic Outlook in the Start menu and open the Outlook desktop app. Then, log in to your account.
Step 2. Select “Message” and choose “Signature” > “Signatures”.
Step 3. Click the previous signature or select “New” to add a new signature. Then, compose your new signature and click “OK” to save it.
Step 1. Open the Outlook app on your mobile phone.
Step 2. Tap on your profile and click the gear icon.
Step 3. Choose “Signature” and click the previous one. Then, compose the new signature in the blank.
Although you follow every step on how to change signature in Outlook, you cannot change it. Why does it happen? Here are the most common reasons and how to troubleshoot them:
It's possible that the IT administrator at your company has turned off the ability to modify or add signatures by Microsoft 365 compliance policies.
► Fix: You can contact your IT department to check if signature control is managed centrally.
If you’re using Outlook on the web and don’t see the signature option, it could be due to a restricted browser environment or settings not loading properly.
► Fix:
Outlook's desktop version occasionally has problems with the Signature window not opening or responding.
► Fix:
Step 1. Restart your computer or Outlook.
Step 2. Press Windows + R, type outlook.exe /safe, and hit Enter to launch Outlook in safe mode.
Step 3. Try going to File > Options > Mail > Signatures to view the signature.
The built-in signature feature can be overridden by third-party tools (such as Exclaimer and CodeTwo).
► Fix:
Step 1. Verify whether your business makes use of a signature management system.
Step 2. Change your signature on the third-party platform.
Outlook may have certain features that are restricted depending on your Microsoft 365 subscription, or whether you're using a web-based shared mailbox with limited access.
► Fix:
With this post, how to change signature in Outlook will never be a problem for you! You can choose a preferred way to change the old signature on the Outlook website, the new desktop app, the classic desktop app, and the mobile app.
Additionally, if you plan to download emails from Outlook, you can try MultCloud to download multiple emails at once. It can also convert the emails into PDF before downloading. Get started with MultCloud for free!