How to create a signature in Outlook for Office 365 on Windows 10
If you use Outlook with Office 365, you can create an email signature on its web interface and on any of the Outlook apps. This includes the apps for your Windows or Mac computer and Apple or Android mobile devices. Outlook also supports multiple signatures. If you decide to create more than one signature, you can choose which one to use with a message when you’re composing it.
The email signature is a vital part of any business email as it displays professional acumen. Signatures also help you promote your brand, resume, or portfolio. As your personal info changes and your brand evolves, you may also want to know how to change your signature in outlook or swap between multiple signatures.
In this quick guide, we will show you how to do all of the above. To get started, here’s a short video on how you can create a signature in Outlook for Office 365:
Outlook Signature Setup for Office 365
Open Outlook on your Windows 10 desktop and go to File>Options. On the Options window, go to the Mail tab, and click the ‘Signatures’ button.
A new window will open. Click the ‘New’ button and give your signature a name. Keep it short and precise. If you have multiple email accounts configured with Outlook, use the ‘Email account’ dropdown to select the account you’re creating a signature for. These signatures are created on a per-account basis. Once the name has been created, enter the signature in the ‘Edit Signatures’ field below it.
In an Outlook Office 365 signature, you can add text and format it any way you want, you can include a business card, photos, and hyperlinks. Keep it simple and if you can, avoid including images as some email services might block them from appearing and give your signature an unprofessional look, or they might just mark it as spam.
How to add signature in Outlook
Outlook automatically adds a signature from the ones you’ve set up to a message by default. However, you can change it to a different one any time you want. To change the signature that’s used in a message, click the ‘Signature’ dropdown on the Message tab in the compose message window, and select one of the signatures you want to use. If you click the ‘Signatures’ option, you will be taken to Outlook’s signature composer where you can edit or continue to create multiple signatures for different occasions.
How to Change Signature in Outlook:
Windows App
To edit existing Outlook email signatures on the Windows app:
- Open Outlook and click on File on the ribbon menu.
- From the left-side navigation pane, choose Options.
- On the Outlook Options screen, click on Mail.
- Click on Signatures to open the Signatures and Stationery dialog box.
- Select an existing signature to edit and click on Save.
- Press Ok to close out the settings screens.
Web Browser
Here’s how you can modify an existing signature from the Office 365 Outlook app:
- Open online Outlook in a web browser.
- Click Settings (cogwheel icon) in the top-right corner of Outlook.
- Select View all Outlook settings located at the bottom of the Settings list.
- Navigate to Compose and reply.
- Select a signature from the drop-down menu to edit it.
- Click on Save to finish the process.
macOS App
You can also change the signature from a Mac computer by trying these steps:
- Start the Outlook app on your Mac computer.
- In the Apple menu, click on Outlook and then select Preferences.
- Outlook Preferences screen will open. You need to expand this list by clicking on Show All.
- Now, click on Signatures under the email section.
- The Signatures dialog box of Outlook will appear.
- The Signature name section will display all the saved signatures.
- Pick a signature to edit.
- Finally, click on the floppy disk save icon located on the top panel of the Signature screen to save your work.
Android App
Here’s how you can do this on an Android smartphone:
- Open the Outlook app and tap on your avatar or profile picture located beside the inbox icon.
- A navigation pane will draw from the left.
- Look at the bottom of this menu to find a cogwheel icon.
- Tap on it. It’s the Settings of Outlook in Android.
- In the Email section, you’ll see Signature. Tap on that.
- You can remove the existing signature text and type in the new one.
Outlook for Android doesn’t have complex or multiple signatures. Instead, it only lets you add simple texts as an email signature. To get around this, you can copy-paste text that has a hyperlink from another text editor on your Android phone.
iPhone App
To amend the existing email signature of Outlook from your iPhone:
- Open the iPhone app drawer and find the Outlook app.
- Tap on it to open and then tap on your profile picture or initials.
- The left-side menu bar of Outlook will open.
- At the bottom, you’ll find the Settings or gear icon.
- Tap on it to access Mail settings.
- Inside the Mail settings, you’ll see the Signature option.
- Tap on that and make the changes as you need.
Who can see my email signature?
Signatures will be visible to your recipients regardless of what platform (desktop or mobile), or which app (Gmail, Thunderbird, Mail on macOS, Mail on Windows 10, etc.) they view the message on. Outlook’s signatures will replace any email signatures that you’ve set up on the web version of an email service. For example, you can create an email signature in Gmail but, if you connect your Gmail account to Outlook, and compose and send a message from Outlook, the signature that you created in Gmail will not be used. Instead, Outlook will use the signature that’s been created in the Outlook app. If no signature has been created in Outlook, the message will be sent without one.
