New Outlook change signature: exact steps and fixes

In new Outlook, open Settings > Accounts > Signatures, choose the mailbox you want, create or edit the signature, then save. In Outlook on the web, open Settings > Mail > Compose and reply > Email signature, or the mail-signature page your build shows. If a signature does not appear, it usually means the default signature is not set for that mailbox or message type.

What you'll need before you start

• New Outlook for Windows or Outlook on the web
• The mailbox or account you want to edit
• A saved signature draft if you want to paste formatted text or an image
• Access to the mailbox you plan to change

How to change a signature in New Outlook

1. Open New Outlook and select Settings.
2. Go to Accounts > Signatures to open the signature editor.
3. Pick the mailbox or account you want before you edit, because signatures can be account-specific.
4. Select New, and type a name for the signature.
5. Type the signature you want in the Edit Signature box.
6. Format the signature as needed, and then select Save.

New Outlook supports multiple signatures, and you can keep separate defaults for new mail and replies/forwards. That matters when the sender name, role, or legal footer changes by account. (Microsoft Support)

How to add a signature while composing a message

1. Open a new email message.
2. On the Message tab, select Signature, and then select Signatures.
3. Choose the signature you want to insert from the list for that account.

Where is the signature setting in New Outlook?

In New Outlook for Windows, Microsoft puts signatures under Settings > Accounts > Signatures. If you are seeing File on the top bar, you are in classic Outlook, which uses a different path. If you are in a browser, you are in Outlook on the web, and the signature settings are on the web mailbox settings page.

How to tell New Outlook from classic Outlook

• New Outlook uses Settings > Accounts > Signatures.
• Classic Outlook for Windows uses File > Options > Mail > Signatures.
• Outlook on the web uses its mailbox signature settings page.

What to do if the Signatures option is missing

1. Check whether you are in classic Outlook instead of New Outlook.
2. Check whether the mailbox or account you want is selected before editing.
3. Open a new message and confirm the app is letting you edit mail settings for that mailbox.

Why does my Outlook signature keep changing?

Signature changes can happen when you edit one mailbox but send from another, or when you change the signature in one Outlook app but not the one that sends the message. For Microsoft accounts, the signature may need to be entered in both Outlook and Outlook on the web. Mobile signatures may also be separate from desktop signatures.

If the signature was changed in another Outlook app

1. Open the app you use most often.
2. Check its signature page: New Outlook > Settings > Accounts > Signatures or Classic Outlook > File > Options > Mail > Signatures.
3. Make the same change in Outlook on the web if your account uses both.

If you are editing one account but sending from another

1. Return to Settings > Accounts > Signatures.
2. Select the correct mailbox before editing.
3. Set the default signature for that mailbox, not just for the app.

How can I change signature in Outlook?

The exact path depends on the app. New Outlook uses Settings > Accounts > Signatures; Outlook on the web uses its mailbox signature settings page; classic Outlook uses File > Options > Mail > Signatures. Make the change in the app that actually sends the message.

Can I use different signatures for replies and forwards?

Yes. New Outlook and classic Outlook can set separate defaults for new messages and replies/forwards. That lets you keep a shorter reply footer and a fuller new-message signature, or leave one of them blank if you prefer manual insertion only.

1. Open the signature settings for the mailbox.
2. Assign one signature to new messages.
3. Assign a different signature, or none, to replies/forwards.

How do I change the signature format in New Outlook?

The signature editor supports formatted text, links, pictures, and images. Use Settings > Accounts > Signatures, open Edit signature, then format the text before you save. The editor is built for rich text, so plain text is only one option.

1. Open Settings > Accounts > Signatures.
2. Select Edit signature.
3. Use the editor tools to format text or insert an image.
4. Select Save.

How do I change a shared mailbox signature in Outlook?

Shared or delegated mailbox signatures often depend on whether you have access to that mailbox’s settings. If you can edit the signature but it does not save as expected, check the mailbox in Outlook on the web for that account and then verify the change in the app you use to send mail.

1. Open the mailbox in the app you use to send from it.
2. Try the mailbox’s signature page in Outlook on the web.
3. If the change still does not stick, ask the admin who manages that mailbox.

How do I edit my signature in New Outlook?

Use Settings > Accounts > Signatures, choose the correct account, then open Edit signature or New signature. Microsoft says you can select the account before editing, and that matters when one mailbox has more than one sender identity.

1. Open Settings.
2. Go to Accounts > Signatures.
3. Choose the mailbox.
4. Select Edit signature or New signature.
5. Type your text and select Save.

How to add and change an email signature in Outlook

New Outlook, Outlook on the web, and classic Outlook all support email signatures, but they do not use the same screen. Some Microsoft Outlook versions use the signature help path, but the menu path can still vary by app.

1. Pick the app that sends the message.
2. Open its signature settings screen.
3. Create or edit the signature.
4. Set the default for new mail and replies/forwards.
5. Save.

Common mistakes to avoid

• Editing the wrong mailbox in a multi-account setup.
• Changing the signature in classic Outlook while using New Outlook to send mail.
• Expecting a phone change to update desktop and web automatically.
• Leaving default signature fields blank when you want automatic insertion.
• Assuming Outlook on the web and New Outlook always share one saved signature.

Frequently asked questions

How can I change signature in Outlook?

Use the app that sends the message. In New Outlook, go to Settings > Accounts > Signatures. In classic Outlook, use File > Options > Mail > Signatures. In Outlook on the web, open the mailbox signature settings page and edit the email signature there.

Why does my Outlook signature keep changing?

Check whether another Outlook app or another mailbox setting is being used for sending. For Microsoft accounts, the signature may need to be entered in both Outlook and Outlook on the web.

Can't change signature in Outlook

Start by confirming you are in the right app and mailbox. If New Outlook is open, use Settings > Accounts > Signatures. If the change will not save, try Outlook on the web for that mailbox, then ask the account admin to check the mailbox settings.

Where is the signature setting in New Outlook?

It is under Settings > Accounts > Signatures. Select the mailbox first, then choose Edit signature or New signature. That account selector matters when one Outlook profile has more than one email address.

Can I use different signatures for replies and forwards?

Yes. Set one default for new messages and a different one for replies/forwards in the same signature settings page. You can also leave one field blank and insert a signature manually only when you need it.

How do I change the signature format in New Outlook?

Open Settings > Accounts > Signatures, choose Edit signature, then use the editor to format the text or add links and images. Select Save when finished. If formatting disappears, check whether the same mailbox is edited in Outlook on the web.