How to Sync Outlook Signatures

Last Updated: February 24, 2020

Although you can use Outlook on multiple platforms, your signature is not always consistent. Microsoft plans to have your signature synced to the cloud by March 2020^{[1]
X
Research source}, but if you can't wait, this wikiHow will teach you how you manually update your Outlook signatures on all platforms to ensure they match.

Method 1

Method 1 of 3:
Using the Mobile App

1
Open Outlook. This app features a white envelope with a blue piece of paper with a white "O" on it that you can find on one of your Home screens, in the app drawer, or by searching.
2
Tap
. You'll see this gear icon in the top right corner of your screen.

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3
Tap Signature. You'll see this under the "Mail" header.
4
Tap the switch to turn on or off the "Per Account" signature. If you turn the switch off
, the signature you write will apply to all your Outlook email accounts. If you turn the switch on
, you'll be able to set different signatures for each Outlook email account.
5
Tap in the text field under "Signature." Tapping here will activate the keyboard and it will slide up from the bottom of your screen.
6
Write your signature. Popular signatures include a name and contact information.
7
Tap
. You'll see this checkmark icon in the top right corner of your screen. You'll either tap this at the end of entering your default Outlook-wide signature or between each signature for different accounts.^{[2]
X
Research source}
- You've set and saved a signature for this specific Outlook mobile app; to sync your signature across platforms, you'll need to manually set your signature similar to this one.
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Method 2

Method 2 of 3:
Using Mail for Windows 10

1
Open Mail for Windows 10. This is usually a tile at the top of your Start Menu, but if you are having trouble finding the tile, you can browse all programs and find it under "M."
2
Click
. You'll find this gear icon in the bottom right corner of the panel on the left side of the window.
3
Click Signature. This is usually in the middle of the menu.
4
Set an account for the signature. You can either choose a specific account from the drop-down menu at the top of the window or click to select "Apply to all accounts."
5
Make sure the "Use email signature" toggle is on
. If the switch is off, the signature text field will not appear.
6
Write your signature. You may have to delete the text that's already in the signature field.
7
Click Save. You'll see this at the bottom of the signature window.^{[3]
X
Research source}
- You've set and saved a signature for this specific Windows 10 computer; to sync your signature across platforms, you'll need to manually set your signature similar to this one.
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Method 3

Method 3 of 3:
Using the Outlook App on Mac and Windows

1
Open Outlook. You'll find this application in your Start Menu or Applications folder.
2
Click New Email. You'll find this button with an envelope in the top left corner of the program window.
3
Click Signature. You'll see this above the blank document area where you'd type your message. It's below the menu option "Format Text" in the center of the window.
4
Click Signatures from the drop-down menu. If you have signatures already, you'll see them listed here.
5
Click New. You'll see this in the window that pops-up under the box labeled, "Select signatures to edit."
6
Type a name for the signature. A window will pop-up that prompts you to enter a name for the signature. This will be displayed instead of the entire signature in menu options, so pick a name that will remind you of what the signature is.
- For example, if you are creating a signature for work purposes, you could name your signature "Work."
7
Click the large text box under "Edit signature." You can use the tools above the text space (e.g. font style and size) to format your signature.
- For example, you can format your signature with a hyperlink to another site, or you can change your font styles every line.
8
Click the drop-down menu next to "New messages." You'll see this towards the top of the window on the right side.
9
Select your signature's name. If you want to use a specific signature for all new messages you write, you can choose that here. If you don't want to use a signature, you can leave it at "none."
- You can also change the setting if you want to apply your signature to a forwarded message in the "Replies/Forwards" area.
10
Click OK. You'll see that button in the lower right corner of the window.
- Your signature is now set and saved for your Outlook account on this computer. To set all your signatures similar across devices, you'll need to repeat this process on those other platforms.^{[4]
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  Research source}
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