How to Add a Signature in Outlook 365: Comprehensive Guide

1. The Importance of an Email Signature in Outlook 365
2. Step-by-Step Guide to Creating Signatures in Outlook 365
3. Open the Email Signature Editor in Outlook 365
4. Create a New Signature in Outlook 365
5. Customize Your Outlook 365 Email Signature
6. Add a Hyperlink to Your Outlook 365 Signature
7. Make Your Email Signature Phone Number Clickable
8. Add an Image to Your Outlook 365 Signature
9. Set Default Signature for New Emails and Replies
10. Save and Apply Your Outlook 365 Signature
11. Troubleshooting Common Issues with Outlook 365 Signatures

Microsoft Outlook is one of the largest email clients in the world, with a 40% market share among businesses. That’s why it’s not surprising that it’s relatively easy to create a signature in Outlook, as it’s become a key part of branding and marketing.

However, you still need to figure out the specifics of how to add signature in Outlook 365 on different devices, as well as outlook on the web.

The Importance of an Email Signature in Outlook 365

An email signature is not just a simple closing. It enhances professionalism, strengthens your brand, and simplifies communication for your recipients. Whether you are using Microsoft 365 for work or personal email messages, having a signature ensures that your emails are consistent and credible.

Here’s why having an email signature is important:

• A well-crafted signature that includes your name, title, and company information gives your emails a polished and reliable appearance. 

• Including your phone number, website, and social media links makes it easy for recipients to get in touch with you. Outlook allows for multiple signatures, so you can tailor them for different types of emails.
• Your signature can feature a call-to-action, a link to your latest work, or a promotional graphic. With Microsoft 365, you can personalize it with clickable links to boost engagement.

• Certain industries may require specific disclaimers or confidentiality statements. Note: if your organization has rules about email signatures, consult your admin before making any changes.

In the next section, we will guide you on how to create signature in Outlook 365 and customize it using Newoldstamp.

Step-by-Step Guide to Creating Signatures in Outlook 365

To help you learn how to create and add an email signature in Outlook.com, we’ll guide you through the process of customizing your signature. If you're using Outlook 365, follow these steps to learn how to set up signature in Outlook 365 for a consistent, professional touch to all your emails.

1. Open the Email Signature Editor in Outlook 365

To change signature in Outlook 365, start by accessing the signature settings:

1. Open your browser and head to Outlook.com.

2. Find the Gear settings at the top right and select View All Outlook Settings, which will open a new tab3. There, go to Account and select Signatures, where you will find the Outlook email signature box.

2. Create a New Signature in Outlook 365

Now, you can create an email signature signature or paste one you've already designed:

1. Now, you will be able to return and paste a signature you made with Newoldstamp or create one from scratch. To paste a signature you copied from Newoldstamp, press CTRL + V on Windows or Cmd + V on Mac. When you set a signature in Outlook, make sure to select the Keep Source Formatting option as you’re pasting it to preserve the right format. Also, add a vCard QR code as a graphic element and let your recipients access more information about your company or experience. 

2. Once done, you can click save to finalize the changes. Don’t forget to tick the boxes below the signature to ensure that it appears in new messages and replies.

3. Customize Your Outlook 365 Email Signature

Before adding a signature in Outlook, you need to create one. While you can design it in the app, it’s complex and time-consuming. That’s why if you want to create an Outlook signature that will represent your brand well, it’s a good idea to consider a professional solution like Newoldstamp.

1. But what does the process of creating an Outlook email signature with Newoldstamp look like?

2. Log in to your Newoldstamp account and click Create Signature in the Dashboard.

3. Choose a template or start from scratch, then customize your signature using the left-side panel (text, fonts, and formatting).

4. Enhance your signature by adding images (your photo or company logo), banners for promotions, and social media buttons to grow your presence.

5. Include important links to your website, offers, or blog for easy access.

6. Save your signature, then click Use, select the Outlook icon, and click Copy signature.

7. Insert a signature in Outlook by pasting it into the signature box in the app or browser.

4. Add a Hyperlink to Your Outlook 365 Signature

Want to make it easy for recipients to visit your website, portfolio, or social media? Add a clickable link to your signature.

1. Select your signature and highlight the text or image you want to link.

2. Click the Hyperlink button, enter the URL, and press OK.

5. Make Your Email Signature Phone Number Clickable

Allow your recipients to directly call you by adding a clickable phone number to your signature:

1. In the Signatures settings, highlight your phone number.

2. Click the Insert link icon and add tel: followed by the phone number (e.g., tel:+123456789).

3. Save your changes.

6. Add an Image to Your Outlook 365 Signature

Personalize your email signature by embedding your logo or other images:

1. While editing your signature, use the image icon to insert a picture.

2. Choose an image file and adjust the size and alignment as needed.

3. Save the changes to include the picture in your Outlook signature.

7. Set Default Signature for New Emails and Replies

This feature lets you choose a default signature for new emails, replies, and forwards, making it available to add it to all outgoing messages automatically. You can setup them separately or all together for consistency in every email you send.

Here’s how to set your default email signature for new emails and replies:

1. Go to the Email Signature tab and find the Choose default signature section.

2. To automatically to all outgoing messages, choose your signature in the New messages dropdown. If you don't want a signature, select None.

3. If you want to add it later to replies or forwards, choose your signature in the Replies/forwards dropdown. If not, select None.

4. To add manually to specific ones, leave the dropdowns set to None and add the signature to individual messages as needed.

5. Click Ok to confirm and apply your changes.

8. Save and Apply Your Outlook 365 Signature

Once you’ve finished editing, save your signature so it’s ready to use:

1. After creating or editing your signature in the signature editor, click Save.

2. Open a new email and verify that your signature is displayed correctly.

Bottom Line

No matter the device you’re using, Outlook makes it easy to install a signature in minutes. But if you don’t want to spend hours figuring out how to create a signature in Outlook 365, it’s a good idea to use a comprehensive email signature management solution like Newoldstamp to facilitate the process and ensure the best results.

To discover just how easy creating a professional email signature with Newoldstamp is, request a demo today!

Troubleshooting Common Issues with Outlook 365 Signatures

How to set up a signature on Outlook for desktop (Windows)?

To set up a signature on Outlook for desktop (Windows), follow these steps:

1. Click on the Gear icon and select View Settings.
2. Navigate to Accounts > Signatures and choose + New signature.
3. Paste the sign-off from Newoldstamp or create one from scratch.
4. Save and set it in the list above the editing box.
5. Go to the Select default signatures section and choose to automatically add your signature to New messages and Replies/forwards.

How do I change my signature in Outlook Office 365?

To change your signature in Outlook Office 365, follow these steps:

1. Click File > Options > Mail > Signatures.
2. Select the signature you want to edit and make changes in the Edit signature box.
3. After making changes, click Save > OK.

How to make a signature on Outlook for desktop (Mac)?

To make a signature on Outlook for desktop (Mac):

1. On the Outlook menu, select Preferences.
2. Under E-mail, choose Signatures.
3. Select the signature you want to edit, make changes, and close the Signatures window.

How to add your signature in Outlook for Android?

To add your signature in Outlook for Android:

1. Click the Gear icon and go to Settings.
2. Find the Signature tab and click it.
3. Create or paste your sign-off, click save, and enable the mobile signature box.

Creating a signature in Outlook on iPhone?

To include text signature on Outlook for iPhone:

1. Open the Outlook app, and click the Gear icon.
2. Tap your account, then select Signature.
3. Enter text and links for your signature, and tap Done to save.

How to automatically add a signature in Outlook (browser version)?

To have your signature automatically added in Outlook (browser version):

1. Click on the Outlook Settings gear icon and choose Account.
2. In the Signatures section, find the Email signature settings.
3. Customize your email footer and set it as the default option in templates.