How to Change Your Signature in Outlook & Gmail

illustration for creating an email signature
photo of Veloxy's CEO Samir Majumdar

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How to Change Your Signature in Outlook & Gmail

illustration for creating an email signature

If you’re using Outlook or Gmail in your sales job, you’ll want to optimize your email signature to improve your response rates.

While 13% of publicly listed companies use Outlook or Gmail exclusively, 87% either use a combination of the two email platforms or a more unique in-house solution.

Here at Veloxy we have clients large and small who fit both groupings, which is why I’ve put together this helpful article on how to change your email signature in Outlook and Gmail.

As you and I can agree, Outlook and Gmail can make the most basic email features difficult or hard to find.

It’s my job today to make changing your email signature fast and easy. Choose your email platform from the table to contents below and start driving higher response rates!

Where would you like to Change Your Signature?

photo of a salesman using outlook for email

How to Change Your Email Signature in Outlook & Microsoft 365

Whether you use Outlook 2021 or one of its predecessors (Outlook 2019, 2016, 2013), or you use Outlook on Microsoft 365, the instructions for updating your signature are fairly easy.

Launch Outlook, go to the menu and:

  1. Click the following in sequence: File > Options > Mail > Signatures
  2. Update or create your signature
    1. If you have previously created signatures, click on the one you want to update
    2. If you need to create your first signature, click the ‘New’ button
  3. Start writing your new email signature in the text box
  4. Click ‘Save’ and ‘OK’ to update your email signature
  5. You’re done!

How to Change Your Signature in Outlook on iPhone

Here are the instructions for updating your email signature using the Outlook app on iPhone. If you have your Outlook integrated with iPhone’s native email app, go here for the appropriate instructions.

Open the Outlook app and:

  1. Tap your profile icon in the upper-left corner
  2. Tap on “Settings” (the gear icon)
  3. Scroll down to the “Mail” section
  4. Tap on “Signature
  5. Update or create your signature
    1. If you have previously created signatures, tap on it, erase, or create a new one
    2. If you need to create your first signature, tap on it and create your signature
  6. Tap the back arrow
  7. You’re done!

How to Change Your Signature in Outlook on Android

If you’ve previously owned an iPhone, you’ll find the instructions on changing your email signature in the Outlook Android app to be very similar. If you have your Outlook integrated with your Android native email app, go here for the appropriate instructions.

Open the Outlook app and:

  1. Tap on File > Options > Signatures
  2. Update or create your signature
    1. If you have previously created signatures, tap on it, erase, create a new one in the “Edit Signatures” box
    2. If you need to create your first signature, tap on it and create your signature in the “Edit Signature” box
  3. Tap on the checkmark to save your signature
  4. You’re done!

How to Change Your Email Signature in Gmail

Gmail is slowly replacing Outlook as the most popular business email platform. One of the most popular reasons for this rise is Gmail’s ease of use and popularity amongst younger professionals.

Open Gmail and:

  1. Click on “Settings” (gear icon) in the top right corner
  2. Click “See all Settings
  3. Scroll 3/4 of the way down to “Signature
  4. Update or create your signature
    1. If you have previously created signatures, click on it, erase or edit it, or click “Create New
    2. If you need to create your first signature, click in the signature box and format your signature
  5. WAIT – you’re not done yet…
  6. Scroll all the way down to the bottom of the settings menu
  7. Click “Save Changes
  8. You’re done!
screenshot for editing your gmail signature

How to Change Your Signature in Gmail on iPhone

You’d be glad to know that the instructions for changing your email signature on the iPhone are identical to the instructions for changing your email signature on the iPad.

Open the Gmail app and:

  1. Tap the Hamburger menu icon
  2. Scroll to the bottom and tap on “Settings
  3. Tap on your account
  4. Tap on “Signature Settings
  5. Switch on “Mobile Signature
  6. Update or create your signature
    1. If you previously created signatures, tap on it and edit it
    2. If you need to create your first signature, tap on it and create it
  7. Click the back arrow to save your signature
  8. You’re done!
screenshot for changing email signature gmail iphone

How to Change My Signature in Gmail on Android

Like I’ve shared before, the instructions between the iPhone and Android apps are pretty similar, which is great! If you have your Gmail integrated with your Android native email app, go here for the appropriate instructions.

Open the Gmail app and:

  1. Tap on the Hamburger menu icon
  2. Scroll to the bottom and tap on “Settings
  3. Choose your Google account
  4. Tap on “Mobile Signature
  5. Update or create your signature
    1. If you have previously created signatures, tap on it and edit it
    2. If you need to create your first signature, tap on it and create it
  6. Tap “OK
  7. You’re done!

Improving Response Rates with Your Email Signature

Don’t leave this blog post quite yet! When you create or update your signature, you should make sure that it’s optimized to improve response rates.

Samir wrote an article on optimizing your email signature two years ago, and the tips and advice are still true today. You can read it here: Best email signatures for improving response rates.

Also, if you’re using email to generate leads and opportunities, I wrote a comprehensive cold email guide that highlights using call to actions in your email signature.

Lastly, if your business uses Drift for chat, you’d be intrigued to know that they offer direct integration with your email signatures—it’s an awesome feature.

TABLE OF CONTENTS

Samir Majumdar

Samir Majumdar

Samir is the CEO and Co-founder of Veloxy. After spending 20+ years creating corporate systems, boosting revenue, and eliminating inefficiencies, Samir started Veloxy to help sales professionals shorten sales cycles, accelerate pipelines, and close more deals.

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