Creating a consistent email signature enhances professionalism in your business communications, acting as a digital business card. It can promote your website, blog, book, or services effectively.
We've previously covered email signatures in desktop Outlook: How to Manage Your Email Signature in Outlook. Email signatures offer numerous benefits. Learn to create, add, format, and edit them easily. Now, discover how to set up signatures in Outlook on the web for Microsoft 365.
To access Outlook online, visit the Microsoft 365 site and sign in with your personal, school, or work account. Click the app launcher grid icon (waffle icon) under Apps.
Click the Settings gear icon in the upper-right corner. Select View all Outlook settings at the bottom of the pane.
In the Settings window, select Mail from the left pane, then Compose and reply in the middle panel.
The Email signature field includes a toolbar for bold, italics, underlines, font sizes, and alignment. Note: When tested, formatting applies at the signature's start regardless of cursor position—place formatted text there and copy-paste as needed.
Enter your signature text in the Email signature field. For inspiration, try top online generators: The 5 Best Email Signature Generators to Make Your Emails Stand Out. These tools create stunning designs.
Outlook web doesn't allow direct image uploads, but copy-paste images from other apps works—they insert at the cursor. Alternatively, design in a generator and paste.
Enable automatic inclusion:
Outlook web supports only one signature for all messages (unlike desktop, which allows multiples).
Click Save and close the dialog with the X.
Signatures created in web don't sync to desktop Outlook—set them separately. Web allows one; desktop supports defaults and alternatives.
If enabled for new messages, your signature appears automatically when clicking New message.
For manual addition, in a new email, click the menu button (...) and select Insert signature. It places the signature with cursor above—add recipients and subject.
To update, return to Settings > Mail > Compose and reply, edit the Email signature field, and save. Changes apply to all new emails, replies, and forwards immediately.
Email signatures create lasting impressions effortlessly: 7 Tips for the Perfect Professional Email Signature. We've shared pro email tips, but don't overlook signatures. Also, avoid common pitfalls: How to Ensure Your Email Signature Doesn't Give the Wrong Impression.
