How to easily create and manage your signature on Outlook 365?

No worries! Once you finish reading this article, managing your email signature on Outlook 365 has never been easier. Whether you want to create, add, modify, or even automate your signature, we offer simple techniques you can use. Whether for professional or personal emails, a well-crafted and well-managed email signature can make all the difference. You’ll also learn how to insert logos or other images to personalize your signature. Ready to take the plunge?

Understanding the Benefits of an Email Signature

• The email signature on Outlook 365 has several advantages. It allows you to add a professional and personalized touch to your emails, such as including contact information, a link to your website, or a company logo. It’s a simple way to bring consistency to all your outgoing messages and strengthen your brand image.
• Another key benefit is its role in security. The email signature (if managed by a specialized tool!) is also an encrypted electronic authentication seal, confirming that the information comes from the signer and has not been altered, providing an additional layer of security to your email correspondence.
• A well-designed and well-managed email signature can save you time. Thanks to automation, it gets added to every new email, saving you from having to write it each time.
• For the more experienced, email signatures can be perfect channels for communication campaigns, both internally and externally. By adding communication banners, you ensure that your messages are seen by all your audiences!

Steps to Create an Email Signature on Outlook 365

To create an email signature on Outlook 365, follow these steps:

1

Open Outlook 365 and click on the "New Message" button at the top left of the screen.

2

In the window that opens, click on "Signature" in the toolbar.

3

Select "Signatures" from the dropdown menu.

4

Click on "New" to start creating your signature.

5

Give your signature a name and add the text you want in the text box.

6

You can include your name, title, company, phone number, email address, and any other details you find relevant.

7

Once you’re done, click "OK" to save your new signature.

Remember that your signature should be simple and professional. Avoid fancy fonts and bright colors. Make sure all the information is correct and up to date.

‍

How to Add Your Signature Automatically to Every Email

To add an automatic email signature to every outgoing message on Outlook 365, you first need to access the Mail section. Click on Settings, represented by a gear icon, at the top right of your window.

From the dropdown menu, choose Mail, then select Compose Messages. This is where you’ll find the Signature option. Click on the Signatures button to open the signature management window.

To add a new signature, click the New button. Name your signature and type the text in the appropriate field. You can also use the formatting option to customize your signature.

Finally, don’t forget to check the box "Automatically include my signature in new messages I compose". This way, your signature will automatically be added to every new message you create.

This is also where you can choose to apply the signature to all your outgoing messages, or just for specific types of correspondence (e.g., only for replies to existing emails).

How to Modify or Change Your Signature in Outlook 365?

To change or modify your signature in Outlook 365, the process is similar to creating a new signature. However, instead of clicking 'New,' select the signature you want to modify from the list in the signature management window. You can then make your changes in the text field.

• If you only want to change the text of your signature, modify it directly in the text field.
• To change the formatting, use the available formatting tools.
• If you want to change the default signature for specific email accounts, select the account in the dropdown menu.

After making your changes, don’t forget to click 'Save' for the changes to take effect.

Including Logos or Images in Your Signature

Including logos or images in your Outlook 365 signature can add a visually appealing and professional touch to your emails. To do this, you need to first have your logo or image in format .bmp, .gif, .jpg, or .png.

Here are the steps to follow:

• In the signature management window, place your cursor where you want to insert the image.
• Click the image icon (which looks like a mountain and sun) in the editing menu.
• Finally, browse for your image file and select it.

You can also adjust the image size directly in the editor if needed. If you want to add a link to the image, such as your website or social media page, click on the image and then click the link icon (which looks like a chain).

Where is the Signature Library on Outlook?

If you need to set up multiple signatures, knowing where to choose which signature to include in your emails will be very useful!

‍

Managing Your Signature from a Mobile: Is it Possible?

Managing your Outlook 365 signature from a mobile device is entirely possible and no more complicated than on a computer. Indeed, the Outlook mobile app gives you the ability to create, modify, and manage your email signature with the same ease and options as the desktop version.

The option is typically found in the app’s settings under the mail section. Just choose the "Signature" option, then type or modify your signature text as desired.

However, there is one limitation to consider: unlike the desktop version, the mobile app does not allow you to insert images into your signature. You can only add text.

Managing Email Signatures at an Enterprise Level: How to Do It?

As you can see, Outlook 365 offers many features to allow you to create, add, and modify email signatures in a user-specific manner. However, when it comes to managing and deploying uniform email signature templates and easily editable ones for 50, 500, or even 5,000 users... it’s a whole different story!

This is where our email signature management solution, Letsignit, truly comes into play. Beyond allowing you to manage all your company email signatures automatically and securely across all your devices (PC, mobile, or tablet), our solution enables you to transform your signatures into real communication channels by integrating communication campaigns.

‍