How To Add Email Signature In Microsoft Office 365

Changing Your Signature In Outlook For Office 365

How to create a company-wide email signature in Microsoft 365 for business

If you want to create or change your email signature in Outlook for Office 365, follow these steps:

  • Select the File tab
  • Choose Create or modify signatures for messages
  • Select Signature to edit or select New to create a new signature
    • The first signature you create will be your default signature. You can rename this signature by clicking Rename
    • Choose default to select the email account to associate with the signature
    • You may designate specific signatures for new messages, replies, and forwards, or manually add signatures to messages by leaving this option as

    Manually Insert Your Email Signature

    If you chose not to automatically add your signature to all your email messages in the Outlook Web App, you can manually add it by clicking the menu button at the top of an email and selecting Insert Signature.

    The signature is inserted into the email message and the cursor is placed at the beginning of the message body. Just don’t forget to add the recipient and a subject line.

    Add Image To Outlook 365 Signature

    • To add an image to your Outlook web app signature in the tool strip

    TIP: you can only upload an image from your computer. Adding an image from a URL is currently not possible in Outlook 365.

    • Drag and drop, or cut and paste your image into the position youd like it to be in
    • Play with the image size till you find the best visual fit within your signature block
    • To make your image clickable, simply click on the image and hit the link icon from the tool strip, then add the URL youd like the image to link to


    Notice that you cant place the image besides your signature text without the signature structure breaking. To achieve an advanced signature design with the image on the side, I recommend that you try the WiseStamp Outlook signature creator. Its free.

    Build beautiful email signatures like in the example below in just 2-5 minutes.

    Also Check: How Do I Recover Deleted Emails From Gmail

    How To Create An Email Signature In Office 365

    Office 365 allows individual users to create and add email signatures, that can either be automatically included in all sent emails or only to specified messages. MicrosoftOffice 365, unfortunately, will not allow admins to add email signatures for every user within an entire organization, but they can add in a disclaimer to ensure every email sent from the business contains vital legal disclaimers. Please note that if you use both the desktop and web app versions of outlook emails, you will need to set up your email signature on both as they will not sync. Simply follow the relevant steps below for the version of Outlook that you use.

    How To Create Email Signatures In Office 365

    How to add signature in Office 365

    365 Monogram is a fully managed service that offers businesses a much simpler and more reliable way of creating Office 365 email signatures. With 365 Monogram, there arent 11 steps to go through for each signature. All companies need to do is provide the necessary information for the variables they want in each signature and 365 Monogram takes care of the rest.

    Every employees email signatures are deployed instantly and updated automatically whenever a change is made. Companies can choose to provide a design template they like or let us design an optimized one for you.

    Most importantly, our solution uses the built-in functions of Microsoft Office and Outlook to create an elegant solution that works seamlessly and securely, compared to the other companies on the market that pass your email and sensitive information through a third-party server to add your email signature before sending it to the recipient.

    If youre frustrated with the trying to figure out how to create email signatures using Mail Flow Rules, contact us to learn more about 365 Monogram. Youll not only save time and money by not having to worry about creating the email signature and how to deploy it every time there is a change, but well also save you from ripping out your hair since we take care of everything for you.

    You May Like: How To Email A Video That Is Too Large

    Drive Your Sharepoint From Vision To Launch

    In a time where most of our communication is in digital form, your Outlook signature is your new business card. This can be a quick and easy way to provide your information to the recipients of the email. Your signature should include ways to contact you, and something like a company logo to set you apart from the large number of emails people receive every day.

    At this time, Microsoft does not have signature syncing across Online and your local version of Outlook . I will be showing you how to add your signatures to both your Outlook 365 and your local version.

    Comparing Email Signature Features

    Microsoft 365 and Google workspace have advanced email signature features. However, they do have some key differences. For example, Microsoft Outlook enables email users to choose from several signatures.

    This means that you can customize your signature based on the content of the message.

    Similarly, people consider Google workspace to be easier to use. It is easier to design a signature in the Google Workspace because there are fewer settings involved. Microsoft 365 has a long process of setting up the signature, but its interface is generally better looking.

    Don’t Miss: How Do I Recover Deleted Emails From Gmail

    Google Workspace Vs Microsoft 3: Which Has The Best Email Signature Functionality

    Microsoft 365 and Google Workspace have some of the best email signature functionalities for businesses and individuals. These platforms are ideal for:

    • File sharing
    • Collaboration
    • Productivity

    You can also use them when you need reliable business email addresses, online storage, and task lists.

    Microsoft 365 and Google Workspace have evolved to address emerging demands. This is reflected in the name change, with Microsoft 365 changing its name from Office 365 and Google Workspace discarding the G Suite name.

    Both of these email signature tools are powered by apps. Google Workspace relies on several applications to provide better functionality.

    These apps include:

    Similarly, Microsoft has introduced many applications into the Microsoft 365 suite of tools. They include:

    • Word

    Email signatures are prevalent in the business world and come with lots of benefits.

    People use them to indicate professionalism and create a visual appearance that improves their reputation with their company branding and a unique color palette.

    source: Giphy

    Your email signature can have your contact information, name, and business title. Emails with a well-curated email signature have a better open rate and improve the brand value.

    You can use them as email disclaimers and for email marketing campaigns. They are also handy when you are creating promotional banners. Similarly, there are many ways to get email signatures.

    Automatically Add Your Signature To Every Message You Send

    How to Add Email Signature to Outlook 365 รข Outlook 365 Signature Setup and Signature Location

    If you’ve created a signature, you can specify if the signature is added to all outgoing messages, including replies and forwards.

  • In a web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organization. Enter your user name and password, and then select Sign in.

  • On the nav bar, choose Settings> Options.

  • Under Options, choose Settings> Mail.

  • Under Email signature, do one of the following:

  • To include your signature at the bottom of all outgoing messages, select the Automatically include my signature on messages I send check box.

  • To exclude your signature from showing at the bottom of all outgoing messages, clear the Automatically include my signature on messages I send check box.

  • Choose Save.

  • Read Also: How To Find Email In Archive

    Add My Email Signature To Outlook

    Create email signatures in Outlook on Windows so your recipients know more about you, including your phone number and website address. Your personalized signature can be automatically added to the end of your messages and email responses, or only to certain messages.

    Need help making a professional signature? Create your signature in the Email & Office Dashboard, then add it to Outlook.

  • Open Outlook for Windows.
  • Go to the Home tab and select New Email.
  • Select Signature> Signatures…
  • Under Select signature to edit, select New.
  • Enter a name for your signature and select OK.
  • Under Choose default signature, use the dropdown list to select your new signature for New messages if you want to add it to the end of all composed messages, and Replies/forwards if you want to add it to all messages you respond to or forward.
  • Under Edit signature, enter your personal signature.
  • Select OK to save your signature and return to your message draft.
  • Manually Add Your Signature To A New Message

    If you’ve created a signature, but didn’t choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

  • Go to your mailbox and choose New message.

  • Type your message, and then choose > Insert signature at the bottom of the compose pane.

  • When your email message is ready, choose Send.

  • Don’t Miss: How To Find Email In Archive

    Creating Or Changing A Signature In Outlook Web App

    If you use Outlook Web App on a mobile device, tablet, or laptop, there is a separate process for creating or changing an email signature. A signature created or changed using Outlook for Office 365 will not transfer into the web app. Heres how you change your signature in the Outlook Web App:

  • Select the settings menu in the upper right corner
  • Select Options
  • Under Mail> Layout, select Email Signature
  • Create your signature. The toolbar allows you to format your signature with fonts, colors, and size. You can also choose to automatically include your signature in each email at this time. Or, if you wish to manually add your signature each time, leave this box unchecked.
  • Limitations Of The Native Office 365 Solution

    How to Create Email Signature in Outlook/Office 365

    Unfortunately, there are several important functionalities you dont get when using the built-in Office 365 email signature solution. Those include:

    • Inserting the signature directly under the latest email reply or forward.
    • Displaying server-side email signatures in the users Sent Items folders.
    • Letting the users decide which email signature to use.
    • Delegating rights to manage email signatures to non-admin users .
    • Embedding images in email signatures .
    • Skipping signature lines which contain blank spaces when variables cant be updated .

    To overcome those limitations and gain other capabilities, I recommend using a third-party solution like CodeTwo Email Signatures for Office 365.

    See also:

    Also Check: How Do I Recover Deleted Emails From Gmail

    A Few Limitations For Office 365 Email Signatures

    Universal and company-wide email signatures can help your business present a consistent image to customers. There are, however, a few limitations. With Office 365 email, you cannot:

  • Add photos to signatures
  • Include signatures in replies or forwards
  • Use HTML format in emails generated via mobile devices
  • Delegate signature management to non-administrators
  • Test email signatures in advance
  • Eliminate blank Active Directory fields in a signature
  • Since many businesses prefer a standard, companywide email signature, it is worthwhile to create a signature that works for most users. Set the standard and instruct your employees on how to make changes to their signatures as occasion warrants.

    As business tools go, email is one of the most important. Choosing the right email client for your business can help boost productivity. Lieberman Technologies can help you to sort out the options available and select the email solution that best fits your companys needs. Contact us for more information!

    Filed Under: DigitalInfrastructureTagged With: businessemailit supportoffice 365outlooktips

    Use A Commercial Product

    To gain these and other capabilities to manage email signatures, you can use a third-party tool. This way you pay for out-of-the-box solutions and get the advantages of years of experience and tons of experience gained from other customer engagements. If signature consistency is important to you, you should consider this option as the right way to get the best possible results.

    Also Check: What Does Cc Mean When Sending An Email

    Adding Your Signature In Outlook 365

    Adding your signature in Outlook 365 is a fast and easy process. Begin with opening up your Outlook 365, by either going to, or by clicking the Waffle .

    Once you have signed into your Outlook 365, you then click on the gear in the top right-hand corner and then select the View all Outlook Settings.

    The mail setting will already be selected. You will then select Compose and Reply. You will then see all of your Email Signature settings. You can either create your signature or create it from a Microsoft Template.

    An important thing to note is below the Email signature box, there is an option to include your signature in all the messages you compose, or to include it on all messages your forward or reply to. Make sure to select the options that best suit you. Another thing to note is that in Outlook 365, you cannot have more than one signature. When your signature looks exactly how you want it to, click on save.

    What Else Is Included With Google Workspace

    Office 365: Add Email Signature in Office 365

    Google Workspace has many other things that you can benefit from as you prepare your email signature.

    • Google Docs: This is a word processor for writing documents. It provides businesses and individuals with free writing tools. Users can also edit their documents and store them on the Google Docs platform.
    • Google Drive: You can store your pictures, videos, documents, and other types of files on Google drive. The platform went live in 2012 and, since then, Google has increased the number of free plans on Google Drive. Currently, people have access to 15 GB of free storage.
    • Google Sheets: This is a program that is free for individuals. It is compatible with Microsoft Excel and is usually used to track data.
    • Google Slides: This is a presentation program that is compatible with Microsoft PowerPoint. You can create files online and collaborate with other users in real-time.
    • Google Meet. This is another program that allows users to conduct video meetings for free. These meetings happen online and are integrated with other Google products.
    • Gmail: This is one of the most popular Google products on the internet. It allows users to send an unlimited number of emails for free.
    • Google Calendar: You can use Google Calendar to make appointments and be better organized.

    Also Check: How Do I Recover Deleted Emails From My Gmail Account

    Features That Follow Codetwo Email Signatures For Office 365

    From its very first release CodeTwo Email Signatures for Office 365 has been extremely popular among CodeTwo customers. The software was created specifically to solve all the issues with Office 365 email signatures, and make the signature rules as adaptable to your needs as possible. CodeTwo team is continuously delivering hot features, with a few mentioned below:

    Popular Articles

    Related Stories

    Stay on top - Get the daily news in your inbox