How to set up or change email signature in Outlook on the Web (Office 365 and Exchange 2016)?

Recently the world of Exchange was on the edge of their seats waiting for Exchange 2016 to come out. Now, those who already had some time to play with it must have noticed that Exchange 2016 brings some interesting innovations. One of the changes is related to OWA as well, which is now replaced with a brand new and shiny Outlook on the Web that brings some new features to provide you with even better experience.

If you haven’t had a chance to set up a new email signature in your Outlook on the Web yet, just follow the steps below to learn more.

Note: Now, by signing in to any Microsoft email account, you are actually signing in to Outlook on the Web.

Set up an email signature in Outlook on the Web

  1. Log in to your Outlook on the Web account and go to the Mail app. Below you can see two examples of the apps view: in Office 365 and Exchange 2016 OWAThe main view of all apps in Office 365
    And Exchange 2016 OWA: The Mail app in Exchange 2016 OWA
  2. Then, go to the settings (it’s a gear icon at the top right-corner of the screen) and click Mail (Office 365) or Options (Exchange 2016).
    Go to the Option section in Outlook on the Web.
  3. On the left pane, extend the Mail section, then Layout and select Email signatureGo to the Email signature section in Outlook on the Web.
  4. To make signature appearing in every new email message, check the Automatically include my signature on new messages I compose box. Then, compose your email signature using available formatting tools. You can also compose your signature within an email signature generator and then paste it to Outlook on the web’s editor.
    Use available formatting tools to create your email signature in Outlook on the Web.
  5. Once your signature has been created, hit the Save button so that all changes take effect.
    Click the Save button to submit all changes in your email signature.
  6. Go back to your main Mail view and click the plus icon next to the New button or click the arrow and select Email messageClick the New button to open a new email message in Outlook on the Web.
  7. Your signature should be already applied to a newly opened message. Your email signature is already inserted to a new email message in Outlook on the Web.

That’s it! Now you do not have to waste time on creating a signature every time you write a new email. Your signature will be already there.

If you want to change your email signature just follow the above steps again.

Illegal email signatures

Central email signature management

While the method above is a quick and easy way to set email signatures in OWA, it has some drawbacks (For more information on this topic see Problems and risks of email signatures set up by end users). If you want to ensure that every mail is well-branded and includes all the details you require, you should manage email signatures centrally, from one place. See the links below to learn how to do this natively.

Limitations of the native email signatures solution

The native methods of central email signature management can help you unify email signatures in your organization. Sadly, this approach is still not perfect, as it lacks some significant features. To mention a few:

  • Placing the signature directly under the latest reply or forward,
  • Including inline images in email signatures (so that they do not show as attachments),
  • Viewing email signatures in the Sent Items folder,
  • Including individual users’ photos,
  • Removing empty lines from signatures (e.g. if a user misses an attribute)

If you are looking for a solution which overcomes all those limitations, you have to use a third party tool, like CodeTwo Email Signatures for Office 365 (for Office 365) and CodeTwo Exchange Rules (for Exchange Server).

Suggested reading

Learn how to add social media buttons to your email signature.      Use CodeTwo Email Signatures to manage your Office 365 signatures centrally.

9 thoughts on “How to set up or change email signature in Outlook on the Web (Office 365 and Exchange 2016)?

    1. avatarMilena Madej Post author

      Hi Göran,

      To set up a signature in Windows 10 Mail app, follow the steps below:

      1. In the Windows Mail app, go to Settings (the cog icon)>Options.
      2. Then, go to the Signature section where you can compose your email signature. Make sure the Use an email signature option is ON.
      3. Your signature should appear automatically while creating a new email message.

      However, as far as I know, the signature editor in Windows 10 Mail app does not allow formatting or adding images.

      Hope this helps!

  1. avatarScott

    What you said is correct Milena. I have the Windows 10 Mail app and adding images in the signature is not allowed. I don’t know why they removed such a nice feature.

    1. avatarKamil Glaser

      Hi Marie,
      Do you mean an animated logo? If that is the case, add the logo the way you would add a standard picture. It is easiest done using the signature editor, like in the instructions above. Just click insert pictures inline and point to the location of your animated gif file.

  2. avatarMichael

    In Office 365 webmail, can I use an automatic signature only sometimes when I choose, rather than “always when replying” or “always when composing”?

    1. avatarKamil Glaser

      Hi Michael,
      You can add the signature only sometimes if you like. To do so, do not check any of the options you mentioned. Then, while composing an email, click the symbol next to the discard button and choose Add a signature from the list. It is not automatic, but it will give you a chance to add the signature only when you want.


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