How to Change Email Signature in Outlook (Laptop & Mobile)

April 26, 2024
7 Minutes
Modified on:
April 26, 2024
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Have you ever received an email and immediately looked at the signature to get a quick idea of who the sender is? That's the power of an email signature. It is more than just a name and a title; it is a digital handshake, the first impression. In today’s world, where digital communication is paramount, having a polished email signature can make all the difference.

The Importance and Advantages of an Updated Email Signature

Think of your email signature as your digital business card. Just as you wouldn’t hand out an outdated or tattered business card, it is crucial to ensure your email signature is current and professional.

Reasons you might want to update

Career changes: Whether you have just been promoted or transitioned to a new role, your email signature should reflect this exciting shift.
Rebranding: If your company recently underwent a rebranding exercise with a new logo or color scheme, it is a great opportunity to update your signature and keep it consistent with its new look.
Keeping contact details fresh: Maybe you have got a new office line or are phasing out an old email address. Either way, your contacts need to know.
Integration with new tools: As technology evolves, there might be new tools or products that can be incorporated into or highlighted in your signature to showcase that you're up-to-date with the latest.

Benefits of a good email signature

Professionalism: A well-crafted signature radiates professionalism, ensuring recipients see you as credible and trustworthy.
Brand consistency: Especially important for businesses, a consistent signature across the team helps reinforce the brand image.
Ease of contact: With essential information, recipients don't need to scroll through old emails or search elsewhere.
Promotion: A subtle nod to a recent accolade, an upcoming event, or even a link to your latest blog post can be beneficial.

Step-by-Step Guide: How to Change Email Signature in Outlook (Laptop & Mobile)

Changing your email signature in Outlook is straightforward. Here is a step-by-step guide to help:

  1. Open Outlook and click on the “Settings” icon at the top right. 

In the window, you'll see a list of options on the left. Click on Email, and you should find a 'Compose and reply’ option on the right. Click that option.

  1. A new window will pop up, allowing you to create a new signature or edit an existing one. Use the formatting tools to design your signature, adding text, images, and hyperlinks as required.
  2. Before closing the signature editor, ensure your new signature is selected in the dropdown menus for 'New messages' and 'Replies/forwards.' This ensures your signature gets added automatically.

Introducing Neo: A Game-Changer in Email Experience

Modern email signatures are more than just text at the bottom of your message. They represent the evolution of digital communication, capturing brand essence and individual professionalism in a compact space. Enter Neo's Signature Designer, a tool that bridges the gap between branding needs and technological prowess.

This unique tool offers businesses the flexibility to design signatures that are not only reflective of their brand but are also infused with their distinct personality. With an extensive collection of templates tailored to various business needs, designing becomes smooth and intuitive.

However, Neo’s strength doesn’t just lie in its templates. The real magic is in the customization. Beyond the ready-to-use designs, businesses can seamlessly incorporate their contact details, add a professional snapshot, or brandish their company logo. This ensures that each email sent becomes a statement in itself, highlighting the uniqueness of the sender.

In essence, Neo's Signature Designer encapsulates both simplicity for the novice and sophistication for the discerning. No longer does one need to be a design maestro to craft impactful signatures. With Neo, every email becomes an opportunity to showcase your brand.

Tips for an Effective Email Signature Using Neo's Signature Designer

Here are some tips to ensure your signature stands out.

Start with a clean, uncluttered template. Remember, less is often more.
Include core contact details, but avoid overwhelming the recipient with too much information.
Use brand colors consistently, and consider adding a company logo or personal photo for that extra touch.
Include only the most crucial links, such as your company website or LinkedIn profile.
Periodically review your signature to ensure all details are up-to-date and relevant.

Common Mistakes to Avoid When Crafting an Email Signature

Avoid cramming too much into your signature. It can become distracting and counterproductive.
Ensure that any logos or photos used are of high resolution. A blurry image can quickly tarnish your professional image.
An email signature that looks great on a desktop might translate poorly on mobile. Always test across different platforms.


In the digital age, small touches like a well-designed email signature can set you apart. With tools like Neo's Signature Designer, creating a signature that resonates with your brand and personality has never been easier. As you venture into updating or creating your signature, remember the balance of professionalism, branding, and individuality. Happy designing!

Dive in, explore, and let every email you send become a reflection of your brand.

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