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How to Add Signature in OUTLOOK 356 : Desktop and Web

What is an Email Signature?

An email signature is a set text, logos, images, electronic business card, or your handwritten signature. You can add an email signature in outlook so that it can add automatically at the end of your email manually you can add it to your emails as per your requirement.

What is the Purpose of an Email Signature?

An email signature is the best option for you. If you want to make a standard signature on all of your emails, it will make your email more professional and strengthen your business communications also it will work as your digital business card, it will serve as a tool of promotion and increase the uniqueness of your official emails.

How to add signature in outlook 365?


Outlook 365 is the most crucial tool for the maximum number of business entities. The speed and accuracy of this tool make it a unique and most demanding tool for business houses. Adding an email signature in Outlook 365 is also a way to speed up your communication and to make it more effective. In signature, we can add business contact information, any disclaimer, slogans, etc.

You can add by selecting an option, or if you don’t want to add it automatically, you can add it manually. Not only can you add a signature, but you can also change your signature anytime.

To add Signature in your Outlook 365 follows the below-written Steps

  • To open outlook 365, go to the Microsoft official website and log in with your id and password.
  • Click on the outlook on apps.
  • Now Click on the settings available on upper right
  • Click on view all outlook settings available in the bottom of settings pane.
  • Click on mail inside settings
  • Select compose and reply option

The signature box has a toolbar which facilitates you to design your signature. You can add text, slogan, keep it bold, underlined, set alignment, etc. You can keep your formatted text at the starting of your signature, then copy it and paste wherever you want. If you don’t want to make a new signature, you make use of a pre-designed trademark by editing a little.

After formatting your signature, it is required to set up a trademark in outlook 365 by following steps

  • Login your outlook and click on the mail app.
  • Go to the settings and click on mail (office 365).
  • Extend the mail section > layout> email signature.
  • If you want the signature of every mail check on “Automatically include my signature on new messages, I compose.”
  • Compose email signature or copy-paste your already composed trademark.
  • Click on the Save button.
  • Then Click on your main mail view
  • Click on the plus icon available next to the new button, or you can also click on the arrow and select an Email message.

In the above steps, we use automatic, but if you don’t need automatic, keep it manual and add separately whenever required.

Limitations of Email Signature in Outlook

  • You can add names automatically in new mails but not in reply or forward emails.
  • You cannot add images in signatures
  • We cannot add a photograph of the user
  • You cannot automatically remove empty lines from signatures.
  • Want to overcome these limitations; you have to use a third-party application. There are some useful applications available in the market, like code two email signature for office 365.

What if you want to use a different signature in email?

Sometimes we want to use a different signature, or we want to change a trademark that is also possible with Microsoft.

Follow steps to use more than one signature:

  • Click on file> select mail> the click on signature
  • Click on the new button, and you can create multiple signatures here. Each will add a new entry to the above box.
  • Then on the right-hand side, you’ll find new messages and Replies/Forwards.

In this way, we can apply different signatures on different Emails.

Follow the below steps to change the signature

  • Select file button
  • Click on options
  • Click on mail
  • Select create or modify trademarks for messages
  • The select signature which you want to edit. After editing, your first signature will be default one, and you can rename a new autograph.
  • Choose your default signature and click the okay button.

Company-Wide email signatures or Disclaimers

Most of the time, companies want a standardized name or disclaimer to apply to every mail. Outlook 365 facilitates businesses to set up a company-wide signature through an administrator account.

Follow the steps to set up the organization-wide Signature

  • Log in to the outlook 365 portal by using an administrator account.
  • Click on the admin centers and select exchange.
  • Click on mail flow.
  • Select the plus icon and clicks apply Disclaimers.
  • Go to the new rule window, put your rule name, and configure settings:
  • this rule if….
  • the following
  • Select Enter text
  • Enter the text and HTML code
  • Select the preferred fallback action in case there is a problem with inserting the signature
  • Adjust, or you can keep the default setting as required
  • Then click on the Save button.

As business tools go nowadays, emails are the most crucial element. Companies are very much specific with their email signatures because it is giving mails more authenticity and also use it as a branding tool. You can make set up a signature automatically or manually. You can also use multiple trademarks and change it according to your requirements. Though there are some limitations to the native email signature, you can take the help of any third party to format as per your specifications.


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