Most people use a signature in their emails to add a professional look and to help identify themselves as a member of the organization they’re representing. This article will go over how you can access signatures in Outlook for Office 365 so you can add your own, or update them as you please. You’ll find instructions here for both Mac OS and Windows based computers.

Outlook on Windows

With Outlook open click File > Options to open the Options window. Then on the left-hand side of this window click Mail and then Signatures to open the Signatures and Stationary window. If you have an existing signature already in use you will see it in the list under Select a signature to edit, click on it to view and edit it if you like. If you’d like to add a signature simply click the New button underneath the list area, enter a name and then click OK. Then you can select the new signature and modify it to look however you’d like.

Pay special attention to the section Choose default signature on the right-hand side, if you have multiple e-mail accounts configured you will be able to select the account you wish to make signature changes to in that area. There are also two other options for New messages: and Replies/forwards:. Use these to set a default signature depending on whether you’re replying/forwarding or composing a new message, you can also set it to (none) if you’d prefer to manually add the signature on messages.

(Click on the images above to view the full size)

Outlook on Mac OS

With Outlook open on your Mac, click Outlook > Preferences from the Menu Bar at the top of the screen. In the Preferences window locate and click the Signatures icon to open the Signatures window. From the Signatures window you can edit existing signatures (there’s usually a default signature configured) or add new ones as well as delete existing signatures if you’d like. To add a new signature click the + button, to remove a signature select it and then click the - button. To edit a signature select it then click the Edit button to open the editor, make the changes you’d like then click the Save button along the top of the window (it’s the floppy disk icon beside the close, minimize and maximize buttons), then close the window.

Pay special attention to the section Choose default signature along the bottom of the Signatures window, if you have multiple e-mail accounts configured you will be able to select the account you wish to make signature changes to in that area. There are also two other options for New messages: and Replies/forwards:. Use these to set a default signature depending on whether you’re replying/forwarding or composing a new message, you can also set it to (none) if you’d prefer to manually add the signature on messages.

(Click on the images above to view the full size)

That should cover getting your signatures set up on your computer. If we missed anything or you’d like more information on signatures don’t hesitate to contact us!

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