Creating Outlook Signatures using Desktop, Web Browser, and Mobile Apps

The steps to creating signatures in Outlook varies between the different applications. This article demonstrates how to create and use signatures in the Desktop application, webmail, and the mobile app.

    Signature creation has become pretty standard practice for any business. With the Outlook desktop application you can create multiple signatures to apply for different situations, such as needing a disclaimer. However, with Outlook and Office 365 being available on any device, it’s important to know how to create and use signatures in the Outlook desktop application, the Outlook web app, and the mobile app.

    Signatures in Outlook Desktop

    For many people, using Outlook desktop app feels natural. With the myriad of improvements and updates, the basics remain very similar to classic Outlook. The signature options can be located in a message composition window. Click new email in your inbox or any of the reply options to an email.

    There are a few option for creating an email message.

    If your message appears in a new window, click the insert tab in the top ribbon and then navigate to signature.

    Signatures can be found under the insert tab and may not be visible until you click it.

    If you have chosen to reply or forward to an email within a preview pane, the same options will be bunched together at the top. You can find the signature icon and click that for your options.

    The pen on paper symbol represents the signatures section.

    From there, you will see any already created signatures which you can click to add to the body of an email. At the bottom of that list (if you have any already created), click “Signatures…”. This will open the options menu where you can create and edit signatures.

    There are only two signature options listed in this example, but you can create more.

    To create a new signature, click the new button located below the signatures list.

    This window allows you to edit, create new, delete, or rename signatures.

    First enter a name to identify this signature in the future. Then click okay.

    A new blank signature will be created for you to enter your signature details. If you have multiple signatures, you can edit each one by simply clicking on its name and then editing the text in the provided area.

    You can set formatting, fonts, and add pictures and links.
    This will connect you to a Microsoft site to download templates. (Or just copy from a coworker.)

    Before you click okay to finalize your signature, review the options in the upper right of this window. Here you can set this signature to automatically populate on certain emails. That way you won’t have to click to insert it every new draft. This can be edited from this same menu at any time.

    Set default signatures for new messages and/or replies.

    The first drop down is for if you have multiple email accounts. If not, you can just leave this as is. The second is for you to choose which signature should be inserted into any new correspondence. If you click new email, this is the signature that will appear automatically. The last drop down allows you to set a different signature for replies and forwarded messages. This is useful if you have a long signature and want something more simplified for replies.

    Once you click okay that signature will be ready for your use. If you don’t set it to automatically populate it, you can insert your signature into an email as mentioned before. Just click the signature button in the inset tab and tap the signature name you wish to use.

    An example of a default simple signature for reply emails.

    Adding and using signatures in Outlook for the web

    Using a signature in Office.com is a little different than the desktop application. Even if you completed the above steps, you will have to repeat the setup process in your web browser. To start, go to Outlook.office.com or navigate to Outlook from Office.com. Click the gear icon in the upper right corner to open settings.

    The gear icon will open quick settings, but you will have to do more to find signatures.
    Searching is the recommended and fastest way to get to signature settings.
    If you do navigate instead of searching go to mail, then compose and reply. You will see the signature creation space provided.

    Below the text box are two options you can check. These can automatically include your email in new emails and/or reply and forward emails created in the Outlook web app.

    The save button will not pop up until you make changes or add text.
    Adding the signature is a two click process from inside the email.

    Using signatures in the Outlook mobile app

    If you are using the Outlook mobile app on your cell phone or tablet regularly, you should ensure your signature appears in those new emails and replies as well.  

    From within the mobile app, click on your account icon. This may be your initial or a picture you set up for your profile. 

    The icon for your account may not match Valiant colors as well as mine does.

    The menu that opens up will show a lot of options and all your mail folders and subfolders. On the bottom left it also has a settings options. Click the gear icon to access your account settings.

    Another gear icon to indicate a settings menu.

    Scroll down to the mail section and click signature indicated by a pen icon.

    Signature options are located under the mail tab.

    At the top you can select if the signature applies to all accounts or if you want to be able to make individual signatures for each unique account. In the example below I have access to a personal email and a group email, so I toggle the per account option on.

    If toggled off there will only be one space provided for a universal signature.

    You can type in your signature in the space provided. If there is a default signature already in place such as “sent from my Google Pixel 3”, delete that first before proceeding. You may choose to copy and paste from an existing signature. To do so, go to your sent box located in the user icon menu. Long press (hold down) on the signature and drag the highlighted section to surround your desired text. Then click copy. 

    Touch screen highlighting is not as easy as keyboard and mouse and is a good skill to practice.

    Return to the signature creation section and click in the space provided. This will bring up an option to paste what you copied either with formatting or as plain text. (Depending on what type of phone you have you may need to long press in the space provided to bring up the paste options). You can see in the example below that it was unable to copy the format exactly, including no pictures. You have the option to add that yourself manually or clean it up for a simplified signature. 

    Then click the check mark.

    You can edit your pasted signature as usual with your mobile phone keyboard.

    When you create a new email, this signature will automatically be included in the body. 

    All done. This signature is included in any email created in my mobile app.

    Creating and using signatures on all platforms can aid communication with your clients, peers, and vendors. While the signatures may appear a little different from each platform, using this knowledge and a little manual work can help create a more professional look without having to pay for a signature service. There are many other Outlook settings to help enhance productivity such as clean up tools, rules for automatic sorting, and setting automatic replies. Take the time to explore your options and see what works best for you and your company. 

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