How to Change Signature in Outlook (Classic, New, Web, Mac, and Mobile)?

Quick Answer: To change a signature in Outlook Classic, click “File” >> “Options” >> select the mail (from the left-hand menu) >> click the “Signatures” button >> select the signature to change >> edit it in the text box >> click “OK”.

To change the signature in New Outlook for Windows and Outlook on the Web:

Open Outlook >> Settings (Gear Icon).
Go to Accounts >> Signatures.
Choose an existing signature (from the dropdown list) or click +New Signature.
Click “Save”.

Outlook signatures are primarily changed or edited to add new details (job title, phone number, email address), maintain brand consistency, promotions, or legal requirements.

So, if you’re also figuring out “How to change signature in Outlook?” or “How to edit signature in Outlook?”, you must explore this step-by-step guide.

It outlines the exact steps to change signatures in Outlook (Classic, New, Web, Mac, and Mobile). Including how to troubleshoot grayed-out signature buttons and more!

How to Change Signature in New Outlook For Windows and Outlook on the Web?

New Outlook for Windows and Outlook on the web share the same architecture. Here’s how to change signature in Outlook 365 webmail and New Outlook for Windows:

In Outlook, click on the “Gear Icon” (look at the top-right corner, next to the profile picture or initials).
Click on “Accounts” (far-left navigation column).
In the middle column, click on “Signatures”.
To edit an existing signature: Click the dropdown menu titled “Select a signature to edit” >> choose the signature to update.
To add a new signature: Click the “+ New Signature” button.
Utilize the “Rich-Text Editor” to update the text, insert hyperlinks, adjust font weights, or add inline images.
Scroll down to “Select default signature” >> assign the signature to both “For New Messages” and “For Replies/Forwards”.
Click “Save”.

How to Change Signature in Classic Outlook Desktop?

Open Classic Outlook >> start a New Email.
In the ribbon at the top, click “Signature” >> select “Signatures”.

Alternative Path: On the main Outlook window, click File >> Options >> Mail >> Signatures

Highlight the signature to modify under the “Email Signature” tab.
In the “Edit Signature” box, make the changes.
Under “Choose default signature”, ensure the email account is selected. Including the correct signature is mapped to new emails and replies.
Lastly, click the “Save” button (beneath the signature selection box) >> hit “OK”.

How to Change Signature in Outlook for Mac?

The Mac version of Outlook functions differently than its Windows counterpart -especially how it saves work. So, apply the following steps to manage your signature in Outlook for Mac:

Open the Outlook app on the Mac.
On the top menu bar, click “Outlook” >> select “Preferences (or Settings)”.
Under the “Email” section, select the “Signatures” icon.
To edit an existing signature: Click the signature’s name (left-hand column) to highlight >> click the “Edit” button.
To create a new signature: Click the + (Plus) icon (bottom of the left column) >> double-click the name of the new signature to rename it.
Update the details (contact details, insert hyperlinks, add logo) >> close the editor window. The changes will automatically save.
Use “Choose default signature” to apply the new signature to the preferred account (from the dropdown menu), messages, or replies/forwards.

Note: The changes made in the settings will be implemented in the next new email. In order to update the currently open draft, delete the old signature >> insert the new signature by clicking the “Signature” button in the ribbon again.

How to Change Signature in Outlook Mobile App (iOS & Android)?

Mobile signatures remain independent from desktop signatures until the organisation utilises cloud-synced signatures.

Open the Outlook app on the phone.
Tap on the “Profile” icon (in the top left corner).
Tap the “Gear icon” (Settings) at the bottom left.
Scroll down to the “Mail” section >> tap “Signature”.

Important Note: Ensure “Per Account Signature” is toggled on (at the top of the screen). Otherwise, the app will enforce the same signature across all email addresses. Resulting in issues like accidentally sending corporate signatures from the personal email.

Delete the default “Get Outlook for iOS/Android” text >> enter the new signature.

Pro-Tip: The Outlook mobile app only supports plain text and basic formatting; image files cannot be inserted directly from the phone’s gallery into the signature settings. However, a rich-text signature can be copied and pasted. Simply email the signature to yourself >> open the email on the phone >> highlight the full signature (including the logo and hyperlink text) >> select “Copy” >> paste it directly into the mobile signature settings box.

Tap the “checkmark” (Android) or “back arrow” (iOS) to save.

Why is My Signature Button Grayed Out or Not Working in Outlook?

A grayed-out or unresponsive signature button in Outlook is often caused by a registry issue between a pre-installed version of Microsoft Office and the current Microsoft 365 installation, or an organizational IT policy.

However, this common and frustrating Outlook bug can be easily fixed by the following workarounds:

#1: Uninstall Pre-Installed “Microsoft Office Desktop Apps”

New Windows 10 or Windows 11 PCs often come with a pre-installed Windows Store version of Office. And when a different Microsoft 365 version is installed on top of it, the two versions clash. Eventually freezing the signature button.

Click the Windows Start button >> type “Settings” >> press the “Enter” key.
Go to “Apps” >> “Installed apps (or Apps & Features)”.
In the search bar, type “Microsoft Office Desktop Apps”.
If this app is listed alongside the primary Microsoft 365/Office installation, click the “three dots” (or click the app) >> select “Uninstall”.
Restart the PC >> open Outlook. The signature button will start working perfectly.

#2: The Registry Editor Fix (For Advanced Users & IT Admins)

Conflicting registry keys can trigger the issue, such as “Outlook signature button not working” or “Signature button is grayed out”. Hence, they must be deleted manually:

Important Note: Editing the Windows Registry incorrectly can cause system instability. Therefore, always right-click and “Export” a backup of the registry key before changing it.

Close Microsoft Outlook completely.
Open the Registry Editor (press Win + R key >> type “regedit” >> hit “Enter”).
Press Ctrl + F to open the search box >> look for the following path or go to it manually: HKEY_LOCAL_MACHINE\SOFTWARE\Classes\Wow6432Node\CLSID\{0006F03A-0000-0000-C000-000000000046}\LocalServer32
Click on the “LocalServer32” folder >> look at the “(Default” and “LocalServer32” string values (on the right-hand side).
If these values point to a location containing “WindowsApps”, right-click and delete both the “(Default)” and “LocalServer32” strings.
Move to the second path: HKEY_LOCAL_MACHINE\SOFTWARE\Classes\CLSID\{0006F03A-0000-0000-C000-000000000046}\LocalServer32.
If the WindowsApps string is present, repeat the deletion process.
Restart the PC.

#3: Wipe Out the Local Signature Cache

Sometimes a previously created signature file becomes corrupted, causing the editor window to crash before it can open. Resulting in an unresponsive signature button. To fix it, clear the local signature cache:

Open the “Run” dialog (press Windows Key + R).
Paste exactly this path: %APPDATA%\Microsoft\Signatures >> hit “Enter”. This will open a hidden folder in Windows File Explorer.
Select every file and folder inside this directory >> delete them.
Open Outlook and try clicking the signature button again. It will open a new, blank environment.

#4: Check for Corporate Group Policy (GPO) Restrictions

Checking for “Corporate Group Policy” restrictions ensures whether the feature has been disabled by the IT department or not. Modern enterprises using third-party server-side signature managers deploy the GPO to lock down the local signature button so employees cannot change the standardized corporate branding.

To validate this, simply send a test email to a different email service such as Gmail.

The Takeaway

Changing signatures in Outlook may seem a matter of seconds. However, Microsoft’s ongoing transition between the “Classic” desktop app and the “New” Outlook experience has moved the settings.

Also, mobile signatures are separate from the desktop signature. Therefore, having a trusted & updated manual on “How to change signature in Outlook?” is essential. So, apply the simple steps according to your Outlook version and manage your signatures. Also, if you need technical support, feel free to Live Chat With Our Experts 24/7.

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FAQs (Frequently Asked Questions)

Q.1 Why am I not able to edit my signature in Outlook?
Missing permission policy, a corrupted Windows Registry key, and interfering Add-ins are common reasons why you’re not able to edit your signature in Outlook.

Q.2 How do I add a logo to my Outlook signature?
Here’s how you can add a logo to your Outlook signature:

Resize the image (keep it under 100 KB and 300px wide).
In the signature editor, click the “Image” icon.
Select the logo file (PNG or JPEG) from the computer.

Q.3 Can I have different signatures for different email accounts in Outlook?
Absolutely, yes! Simply go to the Signature settings menu >> use the “Select default signatures” (New Outlook) or “Choose default signature” (Classic Outlook) section >> access the dropdown menu to select a particular email account and map a dedicated signature to it.

Q.4 Why does my signature look distorted on mobile devices?
This happens because Classic Outlook uses Microsoft Word’s HTML rendering engine that warps complex tables and CSS. To fix this distorted signature on mobile devices, create the signature using basic HTML tables, avoid absolute positioning, and use inline CSS styles.

Q.5 How to change signature in Outlook on iPhone?
Follow the given steps to change the signature in Outlook on iPhone:

Open the Outlook app on the phone.
Tap on the “Profile” icon (in the top left corner).
Tap the “Gear icon” (Settings) at the bottom left.
Scroll down to the “Mail” section >> tap “Signature”.

Q.6 How do I add symbols to my email signature?
To add symbols to your email signature, follow the easy steps given below:

On Windows:

Open the email signature settings in the email client (or create a new email).
Put the cursor where you want the symbol.
Press the Windows key + .(period) to open the “emoji and symbols” panel.
Select the “Symbols” or “Special Characters” tab >> Select the symbol to insert.

On Mac:

Place the cursor where you want the symbol in the signature box.
Press “Control + Command + Spacebar” to open the “Character Viewer”.
Search for or select the desired symbol to insert it.

Q.7 How to create a signature in Outlook 365?

New Outlook and Outlook on the Web:

Click the “Settings” (Gear icon) in the top-right corner.
Go to “Accounts” >> select “Signatures (or go to “Mail”) >> “Compose and reply”.
Choose the correct email account (if there’s more than one).
Click “Add signature” or “New Signature” >> provide a clear name for it.
Enter the text, formatting, links, or images in the editing box.
Choose the default settings for new messages, replies, and forwards.
Click “Save” at the bottom.

Classic Outlook for Windows:

Open Outlook >> click “New Email”.
Go to the “Messages” tab >> select “Signature” >> choose “Signature”.
Under “Select signature to edit”, click “New” >> type a name.
Type and format the signature in the “Edit signature” box.
Set the default account preferences under “Choose default signature”.
Click “Save” >> hit “OK”.