Email Signatures in Outlook
### Outlook Desktop (Windows)
1. Open Outlook → File → Options → Mail → Signatures
2. Click **New** → name your signature (e.g. "Main")
3. Type your signature in the editor — use formatting toolbar for fonts, images, links
4. Under **Choose default signature:** set for New messages and Replies/forwards
5. Click OK
### Outlook on the Web (OWA)
1. Go to outlook.office.com
2. Settings (gear icon) → View all Outlook settings → Compose and reply
3. Under **Email signature:** type and format your signature
4. Check "Automatically include my signature on new messages"
5. Save
### Signature Best Practices
A professional signature typically includes:
- Full name and job title
- Company name and logo (optional)
- Phone number and email
- Website URL
- LinkedIn profile (optional)
### Inserting Signature Manually
If auto-signature is off, click in message → Insert tab → Signature → select your signature
### HTML Signatures
For advanced formatting (logos, banners), create in an HTML editor and paste into the signature box.
Tip: Use an online email signature generator for consistent formatting.
### Company-Wide Signatures (Admin — Exchange)
Admins can enforce signatures for all users:
Exchange Admin Centre → Mail flow → Rules → Create rule
Set: Apply to all messages → Append disclaimer (HTML signature)
This adds the signature server-side even if users forget.
### Troubleshooting
- **Signature not appearing in replies:** Enable "Include my signature in messages I reply to" in settings
- **Images not showing to recipients:** Host images externally (e.g. a web URL) rather than embedding
- **Mobile Outlook signature:** Set separately in the Outlook mobile app → Settings → account → Signature