How to Change Your
You can change an Outlook email signature in a few steps, but the menu differs between new Outlook, classic Outlook, Outlook on the web and the mobile app. Follow the instructions for your version below, then see how TrustNinja can turn a standard business signature into an ongoing customer-feedback touchpoint.
Quick Answer
How Do I Change My Email Signature in Outlook?
In new Outlook for Windows or Outlook on the web, open Settings, select Accounts then Signatures, choose the signature you want to edit, make your changes and select Save. In classic Outlook for Windows, go to File then Options, Mail, Signatures, select the signature, edit it and save your changes. Outlook for iOS and Android uses Settings, Mail, Signature.
The Problem
Why Outlook Signature Instructions Can Be Confusing
Microsoft currently supports several Outlook experiences, and the signature menu is not identical in each one. Instructions written for classic Outlook can therefore look wrong to someone using new Outlook or the web version.
New Outlook and classic Outlook use different paths to the signature editor.
Outlook on the web closely matches the new Outlook signature workflow.
Mobile Outlook has a separate, simpler signature setting.
Businesses may have multiple email accounts and need the correct signature assigned to each one.
New messages and replies or forwards can use different default-signature settings.
Classic Outlook signatures may be stored locally, so availability across devices can differ.
A standard signature provides contact information, but it does not create a structured customer-feedback process on its own.
Why It Matters
Why a Good Email Signature Matters
Create a Consistent Identity
A business signature gives recipients a repeatable way to identify the sender, role, company and relevant contact information.
Make Information Easy to Find
A clear signature can include the sender's telephone number, website, booking link or other useful contact action without forcing the recipient to search.
Create an Everyday Touchpoint
Customer-facing teams already send emails throughout the service journey. A carefully designed signature can support useful actions such as booking, visiting the website or sharing feedback.
Support Feedback and Reputation
A TrustNinja Email Signature Survey can add a feedback opportunity to routine communication, making feedback collection more consistent without a separate survey email every time.
Other Versions
Classic, Web and Mobile Outlook
The signature menu moves depending on your Outlook version. Use the path that matches what you are running.
Classic Outlook for Windows
Step 1: Open Outlook and select File.
Step 2: Select Options, then Mail, then Signatures.
Step 3: Choose the signature you want to edit.
Step 4: Make your changes in the Edit signature box.
Step 5: Select Save, then OK.
Signatures created locally may not be available in Outlook on another device.
Outlook on the Web / Outlook.com
Step 1: Select Settings.
Step 2: Select Accounts, then Signatures.
Step 3: Select the edit control next to the signature you want to change.
Step 4: Update the signature and its formatting.
Step 5: Select Save.
The workflow is now substantially the same as new Outlook.
Outlook for iPhone and Android
Step 1: Open Outlook and go to Settings.
Step 2: Under Mail, select Signature.
Step 3: Enter or edit the signature text.
Step 4: If required, enable Per Account Signature to use different signatures for different accounts.
How It Works
How to Change Your Email Signature in New Outlook
Open Outlook Settings
In new Outlook for Windows, open Outlook and select Settings.
Open Signatures
Select Accounts, then Signatures.
Choose the Signature
If you have multiple accounts, select the correct account, then choose the signature you want to edit.
Edit the Signature
Select Edit signature and change the text, formatting, links or other signature content.
Save Your Changes
Select Save, then confirm whether the signature applies to new messages and to replies or forwards.
The TrustNinja Solution
Turn Your Outlook Email Signature Into a Customer Feedback Tool
TrustNinja extends the standard business signature by adding a feedback function to the emails your team already sends. Add a short feedback prompt to the signature so customer feedback becomes part of normal communication instead of relying only on separate survey or review-request campaigns.
Email Signature Survey
- What it is
- A customer feedback prompt embedded in a business email signature.
- How it works
- Customers can respond from routine email communication.
- Business outcome
- Creates an ongoing feedback channel across everyday customer interactions.
Review Invitations
- What it is
- A structured process for inviting genuine customers to share feedback or reviews.
- How it works
- Review opportunities are added to appropriate customer touchpoints.
- Business outcome
- Reduces reliance on staff remembering one-off requests.
QR Code Reviews
- What it is
- A scannable feedback and review touchpoint for physical environments.
- How it works
- Customers scan a QR code from receipts, invoices, tables or printed material.
- Business outcome
- Complements Outlook-based feedback with an in-person option.
Review Monitoring
- What it is
- An organised approach to review and customer-feedback activity.
- How it works
- Review and feedback activity is tracked in one place.
- Business outcome
- Helps the business keep track of customer sentiment and reputation issues.
Customer Feedback
- What it is
- Structured information from customers about their experience.
- How it works
- Feedback is collected across everyday interactions.
- Business outcome
- Gives management useful input for service improvement.
Reputation Management
- What it is
- The ongoing management of customer feedback and online reviews.
- How it works
- Feedback, reviews and responses are handled as one process.
- Business outcome
- Makes reputation management more systematic.
Who This Is For
Who Can Use a TrustNinja Outlook Email Signature Survey?
The Email Signature Survey is most relevant to organisations whose teams communicate regularly with customers through Outlook. The more customer conversations a business handles by email, the more opportunities a signature can create for collecting feedback.
Service-Based Businesses
Add feedback to appointment communication, quotations, project updates and support emails.
Hospitality and Accommodation
Use booking, guest-relations and post-stay communication as appropriate feedback touchpoints.
Trades and Contractors
Add feedback opportunities to quotations, scheduling, invoices and completed-job communication.
Professional Service Providers
Use a professional Outlook signature to collect feedback from appropriate client interactions.
Retail and E-commerce Teams
Add feedback to customer-service and post-purchase communication.
Customer Support Teams
Create a persistent feedback opportunity after support conversations.
Compare
Standard Outlook Signature vs TrustNinja Email Signature Survey
| Standard Outlook Signature | TrustNinja-Enhanced Signature | |
|---|---|---|
| Customer action | Usually a website, booking or social link | Can include an ongoing customer-feedback action |
| Feedback collection | Usually requires a separate follow-up | Feedback opportunity appears in routine emails |
| Consistency | Depends on each employee's setup | Can be part of a standardised feedback workflow |
| Review management | Not built into Outlook itself | Connects email interactions to a wider TrustNinja review process |
