How to Update Your Signature File in Outlook

Learn step-by-step how to update your signature file in Microsoft Outlook, including navigating to the correct folders and creating a new signature.

June 9, 2025 By Brent Martin (GTE)

In this guide, we'll learn how to update your email signature file within Microsoft Outlook. This process involves accessing your signature file, editing it in Word, and setting it as your default signature. By following these steps, you can ensure your emails reflect the most current information.

Let's get started

This is a guide on updating your signature file in Microsoft Outlook.

Step #1: Click on "File" — Click on "File"

First, click on File, then go to Options, Mail, and select Signatures.

Step #2: Click on "File" — Click on "File"

Step #3: Click on "Options" — Click on "Options"

Step #4: Click on "Mail" — Click on "Mail"

Step #5: Click on "Signatures" — Click on "Signatures"

Once open, open the S drive. Navigate to Information Technology, then Public, and finally Signatures.

Step #6: Drag here — Drag here

Step #7: Double-click on "Information Technology" — Double-click on "Information Technology"

Step #8: Double-click on "Public" — Double-click on "Public"

Step #9: Double-click on "Signatures" — Double-click on "Signatures"

Step #10: Double-click on your signature file. — Double-click on your signature file.

Once opened, copy from the top of the document down to about three lines below it.

Step #11: Drag here — Drag here

Select Copy, then minimize Word and File Explorer.

Step #12: Right-click here — Right-click here

Step #13: Click on "Copy" — Click on "Copy"

Step #14: Click here — Click here

Step #15: Click here — Click here

Create a new signature.

Step #16: Click on "New" — Click on "New"

Give it a memorable name.

Step #17: Click on "ок" — Click on "ок"

Step #18: Click here — Click here

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Type "Ctrl + V"

If you need it sent out immediately, update your Choose Default Signature section. I will not do that in this case. Click OK, then click OK again.

Step #20: Click on "OK" — Click on "OK"

Step #21: Click on "OK" — Click on "OK"

Press Control+N to start a new message, or click on New Email.

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Type "Ctrl + N"

Once it appears, you can select the signature from the available list.

Step #23: Click on "Signature" — Click on "Signature"

Step #24: Click on "BM_GTE_IV" — Click on "BM_GTE_IV"

Mine is identical. That's all you need to do.