In the professional world, your email signature is like a digital business card. Whether working remotely, applying for jobs, or collaborating across departments, a well-crafted signature makes your messages stand out—and always keeps your contact details at hand.
But how do you update your Outlook signature in 2025, across all platforms—desktop, web, and mobile? And how do you make sure it’s consistent and professional?
This guide isn’t just about clicking through menus—it’s about creating a signature that reflects you, works across devices, and leaves a lasting impression.
Why Updating Your Outlook Signature Matters
Let’s face it: most people forget about their email signature until they change jobs or need to add a new title. But updating your signature should be routine, especially when:
- You change roles or departments
- Your contact info or social handles update
- You want to reflect a new personal brand or title
- You’re rebranding or updating logos
- You’re switching devices or platforms
Think of your signature as part of your brand toolkit—it should be up-to-date, polished, and purposeful.
How to Update Outlook Signature on Desktop (Windows/Mac)
If you’re using Microsoft Outlook via the desktop app (Office 365, 2021, or even older builds), here’s how to do it:
Steps:
- Open Outlook
Launch the Outlook app on your laptop or desktop. - Navigate to Signature Settings
- Click
File>Options>Mail - Then click on Signatures… under the “Compose messages” section
- Click
- Edit or Create Your Signature
- Choose the existing signature to edit
- Or click New to create a fresh one
- Use the built-in editor to format text, add images, links, or even your logo
- Set Signature Defaults
Choose your updated signature for:- New messages
- Replies/forwards
- Save and Exit
HitOKtwice to save your signature and exit the menu.
🎯 Pro Tip: Outlook doesn’t automatically sync signatures between desktop and mobile—you’ll have to set them manually on each platform.
How to Update Signature in Outlook Web (Outlook.com or Office 365)
If you use Outlook in your browser (common with Office 365 accounts), here’s how to stay sharp.
Steps:
- Go to Outlook.com and log in.
- Click the gear icon (⚙️) in the top-right corner > View all Outlook settings
- Navigate to Mail > Compose and reply
- You’ll see your current signature. Update the text, links, or layout as needed using the editor.
- Choose whether to automatically include the signature in:
- New emails
- Replies and forwards
- Click Save
💡 Unique Insight: The web version supports more dynamic HTML formatting than mobile, but still less than desktop. Keep formatting simple and clean.
How to Update Signature in Outlook Mobile App (iOS & Android)
Mobile is where a lot of your emails are actually sent—so why leave your signature looking like “Sent from my iPhone”?
Here’s how to fix that:
Steps:
- Open the Outlook mobile app
- Tap the menu icon (your profile picture or the three horizontal lines)
- Tap Settings (gear icon)
- Scroll down to Signature
- Enter your custom signature (text only—images/logos not supported here)
- Tap the checkmark or back arrow to save
🔐 Mobile Limitation: You can’t add rich HTML, fonts, or images on mobile. Keep it simple and use plain text.
Do Signatures Sync Across Devices?
As of now, Outlook does not fully sync signatures across all platforms. Here’s how it works:
| Platform | Signature Sync |
|---|---|
| Outlook Desktop | Manual per device |
| Outlook Web | Syncs across web browsers |
| Outlook Mobile | Must set per device |
Microsoft has slowly rolled out “cloud signatures” for some accounts (roaming signatures), but it’s not fully universal yet.
🎯 Best Practice: Update your signature manually in each platform you use regularly.
Tips for Writing a Professional Outlook Signature
Not all signatures are created equal. Here’s how to make yours count:
Essentials to Include:
- Full name
- Job title or role
- Company name
- Phone number (if appropriate)
- Email address (optional—it’s in the header already)
- Website or portfolio link
- LinkedIn (or other relevant professional network)
What to Avoid:
- Large images that slow down emails
- Unprofessional quotes or memes
- Fonts that aren’t email-safe (stick with Arial, Calibri, Times, etc.)
- Overly bright or clashing colours
Bonus: Sample Outlook Signatures
Simple & Clean:
nginx
John Mehta
Digital Marketing Analyst | Acme Media
📞 +91 98765 43210
🌐 www.acmemedia.com
Slightly Formal:
sql
Aarti Sharma
Senior HR Executive
Global Talent Services Pvt. Ltd.
Email: aarti.sharma@gts.com | Phone: +91 87654 32109
Connect: linkedin.com/in/aartisharma
Creative Professional:
nginx
Ravi Chauhan
Visual Designer | Creator | Coffee Enthusiast
ravi@pixelbrew.in | www.pixelbrew.in
Instagram: @pixelbrew.studio | Behance: /ravichauhan
Frequently Asked Questions (FAQs)
Q1: Can I use an image or logo in my Outlook signature?
Yes, on desktop and web—just click the image icon in the editor. Not supported in mobile.
Q2: My signature doesn’t show up in the replies. Why?
You may not have selected it for “Replies/forwards” in settings. Go back and check your defaults.
Q3: Can I create different signatures for different accounts in Outlook?
Yes, Outlook supports per-account signatures across most versions.
Q4: Why does my signature look different when sent?
Formatting might change based on the recipient’s email client. Stick to standard fonts and avoid excessive styling.
Q5: Is there a way to manage company-wide signatures automatically?
Yes, organizations can use Microsoft 365 admin tools or third-party platforms (like Exclaimer or CodeTwo) for central management.
Final Thoughts
Your Outlook signature may seem like a small detail, but it leaves a big impression. Whether you’re updating it because of a new role, rebranding, or just cleaning up, following the right steps ensures it looks professional across devices.
Take 10 minutes today to polish your signature. It’s an easy win for your brand—and your inbox.