In this article I discuss how to work with email signatures in the Office 365 webmail client. To learn how to set up server-level email signatures for an entire Office 365 organization see this article.
1. After logging in to your Office 365 account, click Mail in the top menu or in the main panel to switch to Outlook Web App.
Fig. 1. Mail option in the Office 365 top menu
2. Click the Gear icon in the upper-right corner and select Options.
Fig. 2. Accessing Office 365 Outlook Web App options
3. In the navigation pane on the left, click Email signature located under the Mail section. Design or modify your signature and click the save button at the top of the page.
Note: You can also use an email signature generator, which offers a bunch of predefined advanced signature templates free to use. Ready email signatures, once filled with your personal data, can be copied and pasted to Office 365’s editor.
Fig. 3. Office 365 OWA email signature editor
The editor allows for a few basic text formatting actions such as choosing font face, color, size, background, inserting hyperlinks, bullets, numbered lists, etc. Note that there is no default option to insert images into the signature. Also, multiple signatures for one email account are not supported.
Use the Automatically include my signature on messages I send option to decide whether:
- the signature will be automatically attached at the bottom of every new message/reply/forward (visible when you compose your email, at which point you can easily delete it) – option checked, as in Fig.3. There is no option to automatically attach the signature at the very bottom of an email conversation.
- the signature will be inserted manually by you, when you expand the sub-menu (next to Add-ins option) and click on Insert signature while composing an email (Fig.4).
Fig. 4. Inserting a signature manually while composing an email
After saving changes you can go back to your mailbox view (by clicking on Options at the top). If you checked the Automatically include my signature on messages I send option, your signature will be visible in every new email you compose:
Fig. 5. A signature automatically attached to a new email
Software tip
To centrally design and deploy email signatures in Office 365 for multiple email accounts, use CodeTwo Email Signatures. Advantages over the native Office 365 email signature management tool include:
- built-in HTML WYSIWYG email signature template editor;
- images inserted via button;
- users’ details updated via easy-to-add dynamic fields;
- signatures visible when users compose emails;
- support for iPhones/iPads (via OWA for iOS) and Android devices (via OWA for Android).
Pingback: Signatur mit Bild unter Office 365 erstellen | E-mail Signatures
I’m trying to add a hyperlink to this signature, but it keeps coming up blue. Our signatures at HH are purple, so the blue doesn’t look good. I can’t simply highlight the text and click the color, how can I get the hyperlink to be purple?
Hi Maddy,
What Internet browser are you using? And could you provide more details on why you can’t highlight the text (or what happens when you try to)?
I’ve just tested changing the color of a hyperlink on Chrome, FF and IE. The best effect was on Chrome – both the text and underline color in the hyperlink could be changed. In FF and IE the underline remained blue.
Best regards,
Pawel
I need to delete/remove a jpg image I uploaded into my signature. I can’t find that option! Help!
Hi Marilou, Try placing your cursor to the right of the image and pressing backspace on your keyboard.
I am trying to remove a picture I put below my signature, but am not able to do so. How do I remove it?
Hi Cynthia,
Try positioning the cursor just to the right of the picture and pressing backspace on your keyboard.
Best regards,
Pawel
I am not able to place my courser to the right of the image.
I do not even have the option to discard the whole email signature and re enter it.
Any suggestions?
Hi Briana, If you can edit the signature you should also be able to delete it. Just place the cursor anywhere within the signature editor, press CTRL+a on your keyboard and then Delete.
I have found where I change my email signature, but when I type it is all symbols….how do I get letters?
Hi Neeli,
It sounds like a problem with encoding but I cannot reproduce it in my environment. Do you have the same problem when e.g. creating a signature in Notepad or other editor?
Best regards,
Milena
Some how our users are set to not be able to add a signature on their OWA account. Where do I go to allow them to add this?
Hi Shane,
Check your Outlook Web App policies in Exchange admin center (https://outlook.office365.com/ecp), permissions, Outlook Web App policies.
When you open a policy, go to features, and click More options…. One of the options in the User experience section should be Email signature. It has to be selected for users to be able to manage email signatures.
Outdated, now it looks different
Hi mistrzipan, Correct. We will be updating the article in the near future.
I want to use different signatures for new mail and to replies just like the option in outlook app. But here I can use only one signature. Please help me with this.
Hi Abhijeet,
I’m not aware of a way to do this in OWA. You may need to use a 3rd party application. See this article for details: https://www.codetwo.com/blog/add-signature-with-image-in-first-email-and-text-only-footer-in-replies/
Very good and interesting article!