UPDATE: This article was updated on July 18, 2019
Back in the day, when Exchange 2016 was released, OWA was replaced with a brand new and shiny Outlook on the Web. A few years later, Outlook on the Web is still called OWA by most people, but at the same time, the NEW Outlook on the Web, available as optional for some time, becomes the default experience for Office 365 users.
If you haven’t had a chance to set up a new email signature in either of Outlooks on the Web yet, just follow the steps below to learn more. Mind that in the new Outlook on the Web, the path to the email signature settings has changed.
- Set up an email signature in the NEW Outlook on the Web (Office 365)
- Set up an email signature in Outlook on the Web (Exchange 2016 & Exchange 2019)
Set up email signature in the new Outlook on the Web
The layout of the new email signature editor in the new OWA has changed, although, its functions are primarily the same. Two buttons were added: format painter and the quote.
- Log in to your Office 365 account and go to Outlook, or use the direct link to the new OWA.
- Next, open the settings by clicking the gear icon in the top-right corner and click View all Outlook settings on the bottom of the pop-up window:
- In the Compose and reply settings category you can create or edit your email signature, and choose whether it should appear automatically in your messages. If no checkbox is chosen, you will be able to add the signature manually. This settings windows should also be accessible by the following link: https://outlook.office365.com/mail/options/mail/messageContent
- Instead of creating your signature from scratch, you can use the free email signature generator to quickly create a well-formatted email signature and paste it into the OWA editor.
Set up an email signature in Outlook on the Web
- 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 OWA.
And Exchange 2016 OWA:
- 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).
- On the left pane, extend the Mail section, then Layout and select Email signature.
- 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.
- Once your signature has been created, hit the Save button so that all changes take effect.
- Go back to your main Mail view and click the plus icon next to the New button or click the arrow and select Email message.
- Your signature should be already applied to a newly opened message.
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.
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.
- How to set up email disclaimers on Exchange Server
- How to create company-wide email signatures and disclaimers in Office 365
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).