How to Create an Office 365 Email Signature and Why It Is Important


Office 365 is an easy way to manage your emails, calendar and contacts. However, there are a few things that you need to know about Office 365 email signatures. In the following content, we will cover everything you need to know about creating a professional-looking email signature for Office 365.

How to Add Your Office 365 Email Signature to a Single Email

Assuming you have already set up your Office 365 email signature:

  1. In the Outlook desktop client, open the email you want to add the signature to.
  2. Click the Message tab, then choose Signature > Signatures.
  3. In the Select Signature to edit box, choose the signature you want to add, and then click OK.
  4. To include a signature on all new messages or replies and forwards, under Choose default signature, do one of the following:
  • To include a signature on all new messages, click New messages.
  • To include a signature on all outgoing messages like replies and forwards, click Replies/forwards.
  1. Under Edit signature box, make any changes you want, like formatting options, and then click Save > Close.

Create a Signature in Outlook Web

When you set up a signature in Microsoft Outlook Web App, it automatically appears at the end of every email message you send. You can create different signatures and choose which one to use on a per-message basis. To create a signature:
  1. In Outlook Web App, click the gear icon in the upper-right corner, and then click View all Outlook Settings.
  2. Click Mail in the left pane, and then scroll down to the Compose and reply section.
  3. In the Edit Signature name – Give your signature a name like My business signature
  4. In the Signature box, type the signature you want to use. To format your signature, you can use the formatting tools above the Signature box.
  5. You can select your new signature you created to appear on any new messages you send by selecting the For new Messages drop down menu
  6. When you’re finished composing your signature, click the Save button that will appear towards the bottom of the page.
Now, whenever you compose a new message or reply to an existing message, your signature in Outlook will appear at the end of a message.

The Issues With Manually Building Office 365 Signatures

When it comes to email signatures, many organizations choose to add a signature manually. However, there are a number of issues that can arise from this approach.

One issue is that manually building signatures can be time-consuming and error-prone. It can be difficult to keep track of all the different elements that need to be included in a signature, such as the employee’s name, title, contact information, and company logo. This can lead to mistakes being made when signatures are created or updated, leading to a lack of consistent organization wide signatures.

Another issue is that manually built signatures are not always consistent across all employees. This can create confusion for recipients of emails from different members of an organization, as they may see different signature formats and styles.

Manually built signatures can be difficult to manage and update on a large scale. Organizations can utilize third party providers to manage their signature service when their company is growing, and they want consistent brand recognition across the company.

To recap the issues of building a signature manually:

  • Keeping track of individual’s signature requirements – contact information, job title, company logo, etc.
  • Formatting each signature correctly – Font style, size, color, making sure signature is legible and professional on desktop and mobile devices
  • Constant update signatures – Change in job title, or contact information
  • Having only one signature on email messages

Overall, manually building Office 365 signatures can be quite a challenge. If you’re not careful, you may end up spending more time than necessary on this task.

Easily Generate a Professional Office 365 Email Signature With a Third-Party Provider

There are several options to create your own professional Office 365 email signature.

Some people prefer to use a third-party provider, while others choose to take matters into their own hands. The easiest way to create an Office 365 email signature is by using a third-party service that offers this service for free. However, it’s also possible to do it manually using the Microsoft Office 365 website or various tools offered by other providers such as Google Apps and Zoho Mail.

The main difference between these methods is the amount of time needed for setup and maintenance—if you want something quick and easy, start with one of these services!

Office 365 Email Signature Templates You Can Use as Your Own

To make sure you always have a professional-looking email signature, you can use a template. Templates are available in Word and Outlook.

Office 365 email signature templates are a dime a dozen. But, finding one that you can use as your own can be a bit of a challenge. Here are two email signature templates that you can use as your own.

The first template is simple and to the point. It includes your name, title, company, and contact information. This is a great template for those who want their signature to be professional and straightforward.

The second template is a bit more complex. It includes your name, title, company, contact information, social media icons, and a headshot. This template is great for those who want their signature to be more informative and personal.

Both of these templates are available for free on the Office 365 website.

  1. Creating an email signature from a template
  2. Email signature gallery

Frequently Asked Questions (FAQ)

Can I add a logo to my email signature on Office 365?

You can add a logo to your email signature. You can add a small logo, or even a large one. It’s very easy to do, and you’ll need to follow these steps:   For Outlook Web App (OWA) Yes, you can add a logo to your email signature on Office 365. Here’s how:
  1. Log into your Office 365 account;
  2. Click on the Settings gear icon in the top right corner;
  3. Select View all Outlook settings at the bottom of the menu;
  4. Click on the Mail tab in the left sidebar;
  5. Select Compose and Reply Tab;
  6. Enter your text in the signature text box and then click on the Insert Image icon in the toolbar;
  7. Select your logo image file from your computer and then click Open;
  8. Save your signature.
  For Outlook Desktop Application/email client
  1. Open the Outlook client on your computer;
  2. Click on the File tab towards the top left;
  3. Select Options at the bottom left-hand corner of the page;
  4. Select Mail;
  5. Click Signatures;
  6. Create a new signature or edit an existing one;
  7. Under the Edit signature section, you will see a little picture icon;
  8. Select that icon – and insert your image to your signature;
  9. Hit OK.

Can I add an advertising banner to my email signature on Office 365?

You can add an advertising banner to your email signature. The steps are the same as adding a logo to your signature. You can follow the steps above to add an advertising banner to your signature. Just make sure you upload a reasonable sized banner for your signature and not your logo!

What should a professional Office 365 email signature look like?

An Office 365 email signature should look clean, simple, and professional. It should include your name, title, company name, and contact information. You may also want to include a logo or image. Keep in mind that your signature will be viewable on a variety of devices and screen sizes, so make sure it looks good on all screens.

Make sure your signature looks consistent with the rest of your branding. Use the same colors, fonts, and logos that you use on your website and other marketing materials. If you have a tagline for your business, include it in your signature.


As an example:

John Doe
Owner – John Doe LLC
(123)-456-7890 |

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The bottom line is that a professional email signature for Office 365 is an important part of your communication. And thankfully, it’s not difficult to create one! When we create physical documents with a handwritten signature and note, we create a personal touch. Creating email signatures is not that different to writing one on a piece of paper!

With the right tools and some practice, you’ll be able to create a professional and clean Office 365 email signature in no time at all!