Add signature in Outlook 365 (easy 1-min guide + screenshots) (2024)

Short answer

How to add signature in outlook 365 web app?

  1. Click thegear iconin the top right corner of your Outlook 365.
  2. Type in “signature” in the search box at the top of theSettingspanel.
  3. Select the “Email signature” result.
  4. Create anew signaturewith the in-app signature editor
  5. Click “Save” when you’re done.

Generate signature

Where would you like to start?

  • See detailed guide
  • Browse signature templates
  • Use signature generator

If done right, adding an email signature in your Outlook 365 will definitely make a professional impression.

If your livelihood depends on your digital presence then setting up an Outlook signature is one of the most cost-effective ways to get more people to contact you, garner respect and create business relationships. Can you afford that your colleagues and competitors have one of these and you do not?

This short guide will show you how to create, add and set up an Office 365 email signature in 7 simple steps. Just follow the instructions below.

Video guide: Add signature in Outlook 365

In case you prefer to watch rather than read, we’ve prepared a video guide for you.

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How to add signature in Outlook 365 web app: your step by step guide

Note:

Using the integrated editor in Outlook 365 you can add text, links, and images, but it’s quite hard to use this editor to create a professional looking email signature. For better results, with less effort, consider using our Outlook signature creator.

To

Subject

Make it yours

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Professional Outlook 365 web app signature | See more templates below

Step

Find email signature editor in Outlook 365 settings

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  • Sign in to your Outlook in Office 365 or Outlook web app.
  • Click on the gear iconfor Outlook Settings in the top right of the screen >Scroll downthe settings menu that opens on the right > Click on “View all Outlook settings

Step

Open Outlook 365 signature editor

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  • Select “Compose and reply” from the left sidebar.

Step

Create new signature in Outlook 365

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  • Under “Email signature”, click inside the text box, and create your signature by simply typing in your details (It’s recommended that you use the accepted email signature format, as seen in the example)

Step

Edit your email signature design

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  • Edit your email signature design using the tools in the top ribbon

TIP:

  • Give your name and job title a bigger font than the rest of the signature (2-4 px will look best).
  • Give your Name and your job title a different color than the rest of your signature (I recommend that you use your main brand color).
  • Put your name, and your contact information labels in Bold (see example). You can also use capital letters instead of bolding.
  • Choose a font that’s legible and respectable (use just 1 font type for your entire signature).

Step

Add a hyperlink to Outlook 365 signature

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  • To add a hyperlink to your signature, select the text you’d like to make clickable (when selected the text will get a blue background)
  • Click the link icon in right of the tool strip
  • Add in the URL (web address) where you want your hypertext to link to

Step

Make email signature phone number clickable

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Select the number, and click the link icon from the tool menu, in the same way you did text in the previous step

Add the prefix “tel:” then type or paste in your phone number. E.g. tel:1-800-800-800. After that anybody that clicks the number in their mobile device will see the number open as an outgoing call in their device

Step

Add image to Outlook 365 signature

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  • To add an image to your Outlook web app signature click the image icon 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 you’d 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 you’d like the image to link to

Note:

Notice that you can’t 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.It’s free.

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

To

Subject

Make it yours

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Created with WiseStamp

Step

Set automatic Outlook 365 email signature

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  • Toset your signature to appear automaticallymake sure that the 2 default signature checkboxesfor “new messages” and for “forward or reply” are checked (Outlook should check them as default option).

Step

Save your signature and you're done!

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  • Click “Save”. That’s it, you’re all set up. You’ll now see your new signature each time to compose a new message
  • You can go back andchange your signature at any time

How to add your signature to a single email

By default, Outlook will check 2 checkboxes at the bottom of their integrated editor. One is for automatically adding your new email signature to every new message that you send and another one is for adding the signature when you “Reply” to received emails. Be sure to uncheck either box if you don’t want Outlook to automatically add your signature.

If you uncheck both boxes you should consider simplycopying and pastingyour ready-made email signature into your new message window, on those occasions that you want to use it.

Copy-pasting manually is also a good option if you like to use different signatures for different occasions. SinceOutlook 365 doesn’t allow for more than one automatic signature per account.

Explore more Outlook guides

Generate custom Outlook signatureOutlook HTML signatureAdd image to signatureMultiple Outlook signaturesAdd hyperlink to signatureAdd social media iconsAdd video to signatureAdd signature disclaimerAdd signature quoteAdd signature bannerAdd GIF to signature

Easily generate a professional Outlook 365 signature

Instead of working hard to create a signature using Outlook’s editor,try using a signature generator. The best part is that you don’t need to manually set up your signature in Outlook. The Wisestamp editor will do it for you with a 1-click.

Take these steps to create a professional Outlook web email signature in 2-5 minutes:

  1. Go to WiseStamp’s free email signature maker.
  2. Add your professional details.
  3. Go to theTemplatestab > Choose a designed template.
  4. Go to theSocialtab > add social media icons and links.
  5. Go to theDesigntab > refine the design for your signature dividers, icons, and photo.
  6. Go to theAdd-onstab > add buttons, banners, legal disclaimer, Instagram gallery, and more useful features. You can add an image or a logo and a lot more.
  7. Click “OK I’m done”, and you’re set.

After you set up your Outlook 365 signature you can go back and change it or update it at any time, and we’ll automatically update your 365 or OWA signature.

Add images, links and social buttons to your Outlook 365 signature

To learn how to enrich your signature with some added features be sure to hit our 1-minute guides from the list below.

  • How to add an image
  • How to add hyperlink
  • How to add social media icons and links
  • How to add multiple Outlook 365 signatures

Office 365 email signature templates you can use as your own

ToSubject ToSubject ToSubject ToSubject ToSubject ToSubject ToSubject ToSubject

Create your own signature

Add signature in Outlook 365 (easy 1-min guide + screenshots) (2024)

FAQs

Add signature in Outlook 365 (easy 1-min guide + screenshots)? ›

Click on the “Setting” menu where you will see a drop-down menu. At the top of the setting bar you will see a search box. Just type “Email Signatures” and click it. Step 3: Enter your signature into the text box and make sure to mark on the dialogue box which appears above the “Edit Signature” box.

How do I add a signature to quick steps in Outlook? ›

Click on the “Setting” menu where you will see a drop-down menu. At the top of the setting bar you will see a search box. Just type “Email Signatures” and click it. Step 3: Enter your signature into the text box and make sure to mark on the dialogue box which appears above the “Edit Signature” box.

How do I get my signature to automatically add in Outlook 365? ›

Automatically add a signature to a message

Select Mail > Compose and reply. Under Email signature, type your signature and use the available formatting options to change its appearance. Select the default signature for new messages and replies. Select Save when you're done.

How to add signature in Outlook Microsoft 365? ›

Create an email signature
  1. Select New Email.
  2. From the Insert section of the ribbon, select Signature > Signatures.
  3. Select New, type a name for the signature, and select OK.
  4. Under Edit signature, type your signature and format it the way you like.
  5. Select OK and close the email.

Is there a shortcut to add signature in Outlook? ›

While composing your message in Outlook, press Alt+N, A, S. The list of available signatures opens. If there's only one signature available and you'd like to add that one, press Enter. If you have more signatures, press the Down arrow key until you hear the one you want to use, and press Enter.

How to use quick steps in Outlook 365? ›

From the Home tab, select the drop-down menu next to Quick steps and select Manage quick steps. In the Settings window, under Quick steps, select +New quick step. Type a name for the new Quick step. Under Choose an action, select the action that you want the Quick step to do.

How do I add a signature to Quick Parts? ›

When you want to use this signature, place the insertion point where you want to insert the signature block. Select Insert > Quick Parts > AutoText, and then select the name of your signature block.

How do I add a handwritten signature in Office 365? ›

To add a handwritten signature, sign your name in the box next to the X by using the inking feature. To use an image of your written signature, choose Select Image. From the Insert Pictures dialog box, pick a location of your signature image file, select the file, and then choose Select.

How do I add a signature line in Office 365? ›

  1. Step 1 Once you have logged into your Office 365 Account (Outlook), click FILE in the top menu. Note: Multiple signatures for one email account are not supported. ...
  2. Step 3 Click Mail. Step 4 Click Signature. ...
  3. Step 5 Click New -The New Signature Box will appear, type your First and Last Name, then his OK.

How do I manage my email signature in Office 365? ›

Select File > Options > Mail > Signatures.

How do I add a signature to the Outlook toolbar? ›

From within a message:
  1. Start a new message.
  2. Click on "Signature" option under "Include" section of ribbon.
  3. Click "Signatures" from drop-down menu.
  4. Click "New" button to create a new signature block.
  5. Give the signature block a name.
  6. Enter the information that you want in your signature block.
  7. Click OK twice.

How do I change my signature quickly in Outlook? ›

If you're using Outlook for Windows:
  1. Open Outlook and click on the File tab.
  2. Click Options and then choose Mail.
  3. Scroll down to the Signatures section and click the Edit button.
  4. Make your changes in the Signature Editor and then click OK.
  5. Your changes will be saved automatically.

How do I copy and paste a signature in Outlook? ›

Choose the signature you like, select all the elements in it, then then on the Home tab, select Copy. Open Outlook and select New Email. Paste the copied signature in the email message body.

Can you add an email template to quick steps in Outlook? ›

Quick Steps email templates

Aside from the message text, you can prefill To, Cc, Bcc, and Subject, set a follow-up flag and importance. To make a quick step template, click Create New within the Quick Steps box on the Home tab, and then choose one of the following actions: New Message, Reply, Reply All or Forward.

How do I edit a quick step email in Outlook? ›

In Mail, on the Home tab, in the Quick Steps group, click the More drop-down for the Quick Steps box, and then click Manage Quick Steps. In the Quick Step box, click the Quick Step that you want to change, then click Modify. Under Actions, change or add the actions that you want this Quick Step to do.

How do I change my signature in Outlook autofill? ›

Change an email signature
  1. Select File > Options > Mail > Signatures.
  2. Select the signature you want to edit, and then make your changes in the Edit signature box.
  3. When you're done, select Save > OK.

References

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