[Update]: This blog post was first published on July 7, 2016. It was updated to reflect the changes introduced in the new Exchange admin center.
In this article, you can find out how to set up your own server-level automatic email signature or disclaimer in Office 365. Like most of today’s email signature solutions, it supports HTML content such as tables, images and font formatting, but in contrast to e.g. Google Workspace (G Suite), it also allows for automatic personalization of individual signatures. However, there is no option to e.g. insert the signature directly below the latest reply/forward, or preview it in the user’s mailbox.
The following article describes how to set up a global email signature in Office 365. If you prefer the video format to the text-and-screenshot-based one, go to this blog post instead.
How to set up an email signature in Office 365
The steps below show how to set up a global email signature in the Exchange admin center (EAC).
Using imagery has always been an instinctive way of communication for people – no matter if you think of 30k years old cave paintings or football hooligans’ doodles in your neighborhood. Let’s face it: humans are visual animals by nature.
That’s also the reason why the Web is becoming more and more visual. And the same applies to email signatures. While, in the era of 56 kbit/s connections, a signature could be a line or two lines of a text, now it can be much more than that. Banners, social media links, one-click surveys – you can have it all. And a photo? A photo or a headshot (any FPP game fans there?) is definitely a good idea! Read on if you want to learn why.
Nowadays it is quite hard to find at least one smartphone or tablet which is not equipped with a high-resolution display or, in the case of Apple’s devices, the so-called “Retina display”. Also, more and more laptops are getting these onboard. The real power of a high-resolution screen is that it displays the same area as a conventional screen, but uses up to three times more pixels to do so.
This approach gives ultimate sharpness and depth to everything you can see on your display. The same applies to email signatures. You may have already noticed that images with low pixel density appear a bit blurry on high-resolution displays. And if we zoom in a little bit more – they just look really bad.
At first glance, email signatures may not seem that important, especially if you compare them with other things going on in your company. But if you delve deeper into this, you will find out that email signatures play a significant role when it comes to marketing, branding or maintaining a good relationship with your customers. What is more, disclaimers added to these email signatures may also prevent you from legal issues. Keep in mind that even the best-written email may not do its job if you are not confident enough about the company you are dealing with, so gaining a client’s trust should be a priority for each employee in your company. Certainly, a fine-looking email signature that contains useful information is a nice try to make a good impression. And if you combine a fine-looking signature with an attractive marketing banner, the results may surpass your expectations.
[Update]: This blog post was updated on January 31, 2020.
Do your email signatures pile up at the bottom of your conversation threads? Well, I have the bad news and the good news for you. The bad news is that this is the default setup for Office 365 email signatures. The mail flow rule can insert email signatures at the very top or the very bottom of the whole email thread. The good news is that there are ways to work around it. Let’s get right into this.
[Update]: This blog post was updated on August 12, 2020.
If you are reading this, I guess you are already well aware of how important it is to have a corporate email signature inserted into your business emails. That’s great, but does the rest of your co-workers realize that too? You can use your online correspondence as a platform to promote your brand and spread your company’s values. However, it will not be effective if all employees create email signatures on their own. How to solve that? All you need is an official, standardized email signature template for your company. Then, you need to implement it for all users. In this article, I will guide you through an easy email signature standardization process.
Unify your email signature design
Your brand image is your selling point, so it is crucial to include it in every outgoing business email. To solidify your brand identity, you need to create an original and consistent portrait of your organization to show in email communication. To do that, you can:
Delegate one person to manage all users’ email signatures.
Get rid of decorative fonts, inspirational quotes, and unproper pictures of employees’ in emails.
Make sure the email signature template isn’t too long but includes all necessary details.
Analyze the relevance of every single item included in your email signature block.
Have you ever tried to create a perfect email signature for your entire company? If so, you probably know that designing a good signature is sometimes far more complex than building a complete website. And this is because different email clients have their very own way of interpreting the HTML code you wrote, which makes the signature design be a far cry from what you expected. However, there are several rules that you can follow to achieve better results. Let’s get started.
To design your signature, you would need an HTML editor. The standard Windows Notepad is enough, but an editor with syntax highlighting and automatic completion (like Notepad++ or Sublime Editor) will be a much better option.
We are proud to announce that our ultimate email signature blog (mail-signatures.com in case you were wondering) has just gained a feature which makes it even more… ultimate. Mail-signatures.com now lets you generate your own email signatures thanks to the release of a brand new signature generator. Using the generator is the easiest and the quickest way to get a professional email signature. It is not the only email signature generator on the Web, but still it is one of a kind. Here’s why.
Are you a college student? If you are, you probably have to write lots of emails – to the University officials, lecturers, your fellow students, future employers, etc. Those emails give you the opportunity to present yourself well. That is, as a young professional and a person who is serious regardless of (usually) young age. To achieve that, you need to work on your college student email signature. In this article, I will show you how to design a good email signature for students and increase your chances to be seen as a professional.