Microsoft 365: How to Create an Email Signature in Outlook

Modified on Thu, 28 Dec, 2023 at 11:22 PM

Microsoft 365: How to Create an Email Signature in Outlook

Recently, Microsoft has introduced to Outlook is the ability to sync your email signature across different PCs and the Outlook web app. This means that once you set your signature on one PC or the Outlook Web app, it will automatically appear when you use Outlook on another PC. The feature does not yet sync your signature with the Outlook app on your phone.

Follow these detailed steps to set up and sync your email signature in Outlook:

Open Outlook Signature Settings: Start by opening Microsoft Outlook. Click on 'File' at the top left, then select 'Options'. Under the 'Mail' category, find and click on 'Signatures...' in the 'Compose messages' section. This action opens the Signatures and Stationery dialog box.
Create a New Signature: In the 'Email Signature' tab, click on 'New'. Give your signature a name, which is particularly useful if you plan to have multiple signatures for different types of correspondence.
Customize Your Signature: Use the edit box to create your signature. You can copy and paste the format from another email or Word document.
Set Default Signature (Optional): To automatically add this signature to all outgoing messages, select it in the 'New messages' dropdown. You can also assign a different signature for replies and forwards.
Save and Apply: After customizing your signature, click 'OK' to save it. This will apply your signature across all PCs where you use Outlook, thanks to Microsoft's signature sync feature.
Confirmation and Sync: Compose a new email to ensure your signature appears correctly. To test the sync feature, try accessing Outlook from a different device and create a new email – your signature should be consistent across devices.

Additional Notes

Sync Limitation: The signature sync feature is currently limited to PCs and does not include mobile devices.
Sync Delay: There may be a delay in the signature sync process across PCs. If the signature doesn't appear immediately, give it some time or try the following:
- Restarting Outlook: Closing and reopening Outlook can sometimes trigger the sync process.
- Checking for Updates: Ensure that Outlook and your operating system are fully updated.
- Restart Your PC: Sometimes, a simple restart of your PC can help resolve sync issues.

Microsoft 365: How to Create an Email Signature in Outlook

Open Outlook Signature Settings: Start by opening Microsoft Outlook. Click on 'File' at the top left, then select 'Options'. Under the 'Mail' category, find and click on 'Signatures...' in the 'Compose messages' section. This action opens the Signatures and Stationery dialog box.

Create a New Signature: In the 'Email Signature' tab, click on 'New'. Give your signature a name, which is particularly useful if you plan to have multiple signatures for different types of correspondence.

Customize Your Signature: Use the edit box to create your signature. You can copy and paste the format from another email or Word document.

Set Default Signature (Optional): To automatically add this signature to all outgoing messages, select it in the 'New messages' dropdown. You can also assign a different signature for replies and forwards.

Save and Apply: After customizing your signature, click 'OK' to save it. This will apply your signature across all PCs where you use Outlook, thanks to Microsoft's signature sync feature.

Confirmation and Sync: Compose a new email to ensure your signature appears correctly. To test the sync feature, try accessing Outlook from a different device and create a new email – your signature should be consistent across devices.