Setting Up Your Email Signature in Outlook and Office 365

Have you ever wanted to make your business emails look more professional? A personalized, branded email footer will do just that. It will create a more confidence-inspiring and on-brand image for one of the core communication tools of your business. Adding a branded footer gives confidence to your recipients. And it also helps protect you from any legal issues businesses can face by adding a simple disclaimer.

How to create an email signature in Office 365

Office 365 allows individual users to create and add email signatures. You automatically include them in all sent emails or only in specified messages. Microsoft Office 365 will not allow admins to add email signatures for every user within an entire company. But, they can add a disclaimer to ensure every email the business sends contains vital legal disclaimers. Please note that the desktop and web app versions of Outlook emails are separate. You must set up your e-mail signature on both, as they will not sync. Follow the relevant steps below for the version of Outlook that you use.

How to add an email signature on the Outlook Web App

Before attempting to add your email signature to the Outlook Web App, please note that the Outlook Web App will not have the option to include an image file. Copy and paste your desired image, and it will appear. It is a supported file type, such as .jpg or .png. First, click on the “settings menu” in the upper-right corner of the screen, then select “Options”. Navigate to the sub-menu of “Mail” > “Layout“, then choose “Email Signature“. Using the text box, either copy and paste your desired design or write one. You can use the formatting bar to make simple changes such as text size, font underlining and bold. If you want the mail footer, click “Automatically Include My Signature On Messages“. You can do the same for replies to emails and when forwarding. Finally, click “Save“. If you do not want to automatically add signatures to each message, you can pick and choose which emails you add it too manually. You can do this by clicking “Insert” at the top of a new email and selecting “Your Signature”.

Adding your signature on the desktop version of Outlook

1. Firstly, open a new email message. On the “message” menu, select “signature > signatures“.
2. Select “signature to edit” on the drop-down menu, then click “new“. You will then be presented with a “New Signature” dialogue box.
3. Type in a name for the signature you want to create.
4. Next, under “edit signature“, copy and paste your desired design or create a new one from scratch. You can customize the fonts, colours, sizes, and text alignments within the “edit signature” box. You can also insert links and images into your email signature using the formatting bar. If you need greater customization, create your desired e-mail footer within Microsoft Word. You can then copy and paste it into Outlook after.
5. Set the following options under “Choose Default Signature“. The Email account drop-down allows you to choose which e-mail address you want the signature to be associated with. Choose your desired email address for the signature. You can have multiple different signatures for each email account. If you want this email signature automatically added to all newly sent messages, go to the “New Messages” drop-down box and choose the signature. Similarly, if you want the signature to appear in all the emails you reply to and forward, follow the same process in the “Replies/Forwards” menu.
6. Finally, click “OK” to save the changes and return to the message opened in step 1.

Does your business need Office 356?

At Synergy-UK, we offer far more than just a branded email address. Our Email Hosting Service is not only a personal and local service but is offered alongside industry-leading IT Support to give you everything you need.

Sam Ashford - Author

Hey, I'm Sam Ashford! I have 20 years of experience in the IT industry. I have worked as a security analyst, trainer, and writer at Synergy-UK for over ten years.