How to Change iPhone Outlook Signature

Changing your email signature in the Outlook app on an iPhone is a simple process that takes less than a minute. Your signature appears at the bottom of every new email, reply, and forward you send. By default, Outlook includes a basic signature with your name, but you can customize it to include your job title, phone number, or a company logo. This guide walks you through the exact steps, common mistakes, and fixes if something goes wrong.

What You’ll Need

An iPhone with the Outlook app installed (free from the App Store)
Your Outlook account (work, school, or personal) already set up in the app
Optional: a logo image saved to your Photos if you want to add it

Step-by-Step

Open the Outlook app – Tap the Outlook icon on your home screen. Wait for the app to load fully; if you have multiple accounts, you’ll see your inbox.
Go to Settings – Tap your profile picture or initials in the top-left corner of the inbox. This opens a menu. Scroll down and tap the gear icon labeled Settings (the exact wording may vary slightly by app version).
Select your account – In the Settings screen, you’ll see a list of your accounts. Tap the account for which you want to change the signature. If you have only one account, it will be listed at the top.
Find the Signature field – Scroll down in the account settings until you see Signature. Tap on it. This opens a text editor where you can type or paste your new signature.
Edit and save – Delete the old text and type your new signature. You can format it with bold, italics, or add a photo by tapping the image icon. When you’re done, tap Back (top-left) or Done (top-right) to save. The change is applied automatically to all new emails.

Common Mistakes

Editing the wrong account – If you have multiple email accounts in Outlook, you must select the specific account you use. Changing the signature on one account does not affect others.
Forgetting to scroll – The Signature option is not on the main Settings screen; it’s inside each account’s settings. Tapping the wrong gear or missing the account list is a frequent error.
Not saving properly – On some versions, you must tap Done in the top-right corner of the signature editor. If you just swipe away, your changes may not stick.
Using the wrong app – This guide is for the Outlook app, not the built-in iOS Mail app. If you’re using the default Mail app, the steps are different (Settings > Mail > Signature).

Tips

Keep it short – A concise signature (name, title, phone, website) looks professional and avoids clutter on mobile screens.
Add a logo – You can insert an image by tapping the photo icon in the signature editor. Resize it after inserting to avoid a huge graphic.
Use plain text for reliability – Some recipients may not see rich formatting (like colors or fonts) if they use a different email client. A simple, clean signature is safest.
Test before sending – Send a test email to yourself to see how the signature looks on different devices.
Update for replies – Note that Outlook automatically adds your signature to replies and forwards, not just new emails. You can’t disable this per email on iPhone, so keep it professional.

Troubleshooting

My signature isn’t showing up. First, make sure you saved by tapping Done or Back. Then, force-quit the Outlook app (swipe up from the bottom and swipe the app away) and reopen it. If it still doesn’t appear, check that you edited the correct account.

The signature is there but looks wrong (e.g., missing image). The image may not have uploaded properly. Delete the image and re-insert it, then save. Also, ensure you have a stable internet connection.

I can’t find the Signature option. The menu path may differ slightly depending on your Outlook version. Update the app to the latest version from the App Store. If you still can’t find it, try: tap your profile icon > Settings > (account name) > Signature. If you’re using a work account with Microsoft 365, your organization may have disabled custom signatures—contact your IT admin.

My changes keep reverting. This can happen if you have multiple devices syncing. Outlook syncs signatures across devices; if you change it on another device (like a PC), it may overwrite your iPhone change. Set the signature on one device and wait a few minutes for sync.

I want a different signature for replies vs. new emails. The iPhone Outlook app does not support separate signatures for new emails and replies. You can only have one signature per account. If you need different ones, you’ll have to edit manually or use a desktop client.

Frequently Asked Questions

Can I change the signature for only one of my Outlook accounts?

Yes. In Settings, tap the specific account you want to edit, then change its signature. Each account has its own signature field.

Will my signature show up on replies and forwards?

Yes, by default Outlook adds your signature to new emails, replies, and forwards. There’s no option on iPhone to disable it for replies only.

Can I add a hyperlink in my signature?

Yes. Type the text (e.g., your website), select it, and tap the link icon (chain) in the formatting bar. Enter the URL and save.

Why is my signature not syncing to my other devices?

Outlook syncs signatures via your account. If it doesn’t appear on your PC, wait a few minutes or restart Outlook there. If it still doesn’t sync, check your internet connection.

Can I use an image as my signature?

Yes, you can insert a photo from your library. Keep it small (e.g., a logo) to avoid large file sizes in emails.

What if I want to remove my signature completely?

Go to the signature editor, delete all text, and save. Outlook will then send emails without a signature.

Sources: Microsoft Support. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.