Create new signature in Outlook 365

Outlook supports multiple signatures. If you use Outlook with Office 365, you can create an email signature on its web interface, and also on the Outlook desktop app. If you decide to create more than one signature, you can choose which one to use with a message when you’re composing it. Here’s how you can create a signature in Outlook for Office 365.

Open Outlook on your Windows 10 desktop and go to File>Options. On the Options window, go to the Mail tab, and click the ‘Signatures’ button.

A new window will open. Click the ‘New’ button and give your signature a name. Keep it short and precise. If you have multiple email accounts configured with Outlook, use the ‘Email account’ dropdown to select the account you’re creating a signature for. These signatures are created on a per-account basis. Once the name has been created, enter the signature in the ‘Edit Signatures’ field below it.

In an Outlook Office 365 signature, you can add text and format it any way you want, you can include a business card, photos, and hyperlinks. Keep it simple and if you can, avoid including images as some email services might block them from appearing and give your signature an unprofessional look, or they might just mark it as spam.

Outlook adds a signature from the ones you’ve set up to a message by default but, you can change it to a different one any time you want. To change the signature that’s used in a message, click the ‘Signature’ dropdown on the Message tab in the compose message window, and select one of the signatures you want to use. If you click the ‘Signatures’ option, you will be taken to Outlook’s signature composer where you can edit or create more signatures.

Signatures will be visible to your recipients regardless of what platform (desktop or mobile), or which app (Gmail, Thunderbird, Mail on macOS, Mail on Windows 10, etc.) they view the message on. Outlook’s signatures will replace any email signatures that you’ve set up on the web version of an email service. For example, you can create an email signature in Gmail but, if you connect your Gmail account to Outlook, and compose and send a message from Outlook, the signature that you created in Gmail will not be used. Instead, Outlook will use the signature that’s been created in the Outlook app. If no signature has been created in Outlook, the message will be sent without one.

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