How to Set Signature in Outlook 365 – Quick Guide for Desktop, Web, and App Users

Why Set a Signature in Outlook 365

A well-crafted email signature is more than just a formality; it's a powerful tool for personal branding and professional communication. By setting up a signature in Outlook 365, you can:

• Enhance Professionalism: A consistent signature adds a polished touch to your emails, making a positive impression on recipients.
• Provide Essential Contact Information: Include your name, job title, company, contact details, and social media links to make it easy for people to reach out.
• Promote Your Brand: Use your signature to promote your business, personal brand, or specific products or services.
• Save Time: By creating a standardized signature, you can save time by avoiding the need to manually type your contact information into each email.

Setting Up Your Signature on Different Devices

Your email signature should be accessible and consistent across all your devices. Let's explore how to set up your signature on various platforms.

How to Set Signature in Outlook 365 on Mac

Step 1. Open Outlook: Launch the Outlook application on your Mac.

Step 2. Navigate to Preferences: Go to the "Outlook" menu and select "Preferences."

Step 3. Choose Signatures: In the Preferences window, select "Signatures."

Step 4. Create a New Signature: Click the "+" button to create a new signature.

Step 5. Add Text and Formatting: Select Standard, and then rename the default signature. or select  + icon to add a new signature. In the Signature editor, type the text that you want to include in your signature. Besides, you can

• Apply formatting such as font, font style, font size, font color, or highlighting. Select the text before applying any formatting.

• Add a photo, logo, or picture to your signature by inserting Pictures from Photo Browser or Picture from file.

• Add a hyperlink to your portfolio or company website. Choose Link , type the Text to Display and Address and select OK.

• Insert a table.

Step 6. Save Changes: Click "OK" to save your signature once done.

In the "Choose Default Signature": set the New messages option accordingly if you want to add a signature to all new messages. On the other hand, if you want to add a signature to all messages you reply to or forward, set the Replies/forwards option accordingly.

Adding a Signature in Outlook 365 App

Step1 . Open the Outlook App: Launch the Outlook app on your mobile device.

Step 2. Go to Settings: Access the app's settings menu.

Step 3. Find Signature Settings: Look for the "Signature" or "Email Signature" option.

Step 4. Create or Edit Signature: Create a new signature or edit an existing one.

Step 5. Add Text and Formatting: Use the app's text editor to add your desired text, formatting, and links. You can include your name, job title, company, contact information, social media links, and any other relevant information.

Step 6. Save Changes: Save your signature.

Steps to Configure Signature in Outlook 365 Web

Step 1. Log in to Outlook: Access your Outlook account through a web browser.

Step 2. Open Settings: Click on the gear icon to open the Settings menu.

Step 3. Navigate to Mail Signature: Select "Account" from the options and click on "Signatures" in the menu.

Step 4. Create or Edit Signature: Create a new signature or edit an existing one.

Step 5. Add Text and Formatting: Use the text editor to add your desired text, formatting, images, and links. You can include your name, job title, company, contact information, social media links, and any other relevant information.

Step 6. Save Changes: Save your signature.

Ensuring Signature Appears on Every Email

To guarantee that your signature appears on every email, double-check the following:

• Default Signature: Ensure that the desired signature is set as the default for all your accounts.
• Email Templates: If you use email templates, make sure they include the signature.
• Quick Steps: If you use Quick Steps, ensure they're configured to include your signature.

Bonus Tip: How to Manage or Back Up Outlook Emails

This article demonstrates “how to set signature in Outlook 365”. If you’re considering backing up your Outlook, MultCloud can be extremely useful. Trusted by over 3 million users, MultCloud is a multi-cloud management tool that facilitates the transfer or synchronization of files between various cloud services.

For instance, you can save your Outlook emails as PDFs to your computer or cloud drives, such as Google Drive, OneDrive, or Dropbox, in bulk. MultCloud also enables you to access and manage all your cloud or Email accounts via a single application. Currently, it supports more than 30 different cloud services, including Google Drive, OneDrive, Dropbox, Box, Google Photos, iCloud Photos, FTP, WebDav, and more.