How to Change Signature in Outlook: Complete 2026 Guide (Desktop, Web & Mobile)

Last updated: 23 October 2026

⚡ 1. Outlook Signature Specifications & Dimension Standards

Before changing your signature, ensure your images and text conform to universal email rendering standards. Because Microsoft Outlook uses the Microsoft Word layout engine on Windows desktop, oversized images or improper DPI settings can cause signatures to appear gigantic, blurry, or get blocked by spam filters:

💻 2. Method 1: Change Signature in Classic Outlook 365 (Windows Desktop)

If your organization runs Microsoft Outlook 365, Outlook 2021, 2019, or 2016 desktop software on Windows:

1. Open Outlook: Launch your desktop application and click File on the top-left ribbon.
2. Access Options: Select Options near the bottom of the left navigation pane.
3. Navigate to Signatures: In the Options dialog, click Mail in the left column, then click the Signatures... button on the right.
4. Select or Create: Under Select signature to edit, choose your existing signature name, or click New to create a fresh one.
5. Format Content: Type your updated job title, direct phone number, and company website into the rich text box. Use the picture icon to insert a transparent handwritten signature image created with our Signature Generator.
6. Configure Defaults: Under Choose default signature on the top-right, ensure your desired email account is selected, and set both New messages and Replies/forwards to your signature.
7. Save & Test: Click Save, then click OK. Open a new message draft to confirm the layout renders cleanly.

🌐 3. Method 2: Change Signature in New Outlook for Windows 11 & Outlook Web (OWA)

Microsoft is transitioning Windows users to the modernized "New Outlook" client, which shares its core interface with Outlook Web App (outlook.office.com / outlook.live.com):

1. Click Settings: In the top-right header bar, click the Settings gear icon (⚙️).
2. Open Signatures: In the Settings menu, navigate to Accounts → Signatures. (In legacy browser layouts, this was located under Mail → Compose and reply).
3. Select Mailbox: Pick the email account you are configuring from the dropdown.
4. Edit or Add: Click the pencil icon to modify an existing signature, or click + New signature and assign it a name (e.g., "Corporate 2026").
5. Insert Image & Details: Build your signature block in the editor. Click the picture icon to insert a transparent PNG signature. You can adjust horizontal alignment, add hyperlinks to LinkedIn, or format typography.
6. Set Default Automation: In the dropdowns below, choose when to automatically include your signature (For new messages, and for replies/forwards).
7. Confirm Save: Click Save at the bottom of the window.

🍎 4. Method 3: Change Signature in Outlook for Mac (macOS)

For Apple Mac users running Outlook on macOS Sonoma, Sequoia, or Monterey:

1. Open Preferences: On the top Apple menu bar, click Outlook → Settings (or Preferences on older versions, shortcut: Cmd + ,).
2. Open Signatures Panel: Click the Signatures icon under Email Settings.
3. Edit Signature: Click your signature in the list and select Edit, or click the + button to create a new profile.
4. Insert Media: Drag and drop your transparent PNG handwritten signature directly into the visual editor canvas.
5. Assign Account: Under Choose default signature, select your account and choose whether to apply it to new emails and replies. Close the window to save automatically.

📱 5. Method 4: Change Signature in Outlook Mobile App (iPhone & Android)

The official Microsoft Outlook mobile client for iOS and Android uses a lightweight plain-text signature system:

1. Open the Outlook app on your mobile phone or tablet.
2. Tap your profile picture or initials in the upper-left corner.
3. Tap the Settings gear (⚙️) icon in the lower-left corner.
4. Under the Mail header, tap Signature.
5. If you manage multiple email accounts (e.g., personal and corporate), toggle on Per Account Signature.
6. Delete the default text (such as "Get Outlook for iOS") and type your name, title, and contact telephone.
7. Tap the checkmark (✓) on iPhone or the back arrow on Android to commit the changes.

🖋️ 6. How to Add a Transparent Handwritten Signature Image in Outlook

Inserting a cursive, handwritten digital signature into your Outlook emails gives client communications, sales pitches, and legal correspondence an authentic, executive touch. Follow this workflow to ensure clean rendering across dark and light email clients:

🛠️ 7. Troubleshooting: Fix Blurry, Oversized & Missing Outlook Signatures

Common issues that arise when changing signatures in Microsoft Outlook:

📋 8. Professional Outlook Signature Block Templates (Copy & Paste)

Copy any of these proven corporate templates directly into your Outlook signature editor and replace the placeholder fields:

Kind regards,

Alex Morgan | Senior Operations Director
Acme Global Solutions Inc.
📞 Direct: +1 (555) 234-5678 | 🌐 www.example.com
📍 100 Innovation Way, Suite 400, New York, NY
[Insert Transparent Handwritten Signature PNG here]

Thanks,
Alex Morgan — Acme Global
m: +1 (555) 234-5678