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
- 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).