Think email signatures are just a way to display contact details? Think again! Discover the full potential of your corporate email signatures in our white paper. Show
The Importance of Email Signature Management for Hybrid WorkersMaking the move to hybrid working serves up a number of challenges for organizations. Find out how to make sure email signature management isn’t one of them. Microsoft Outlook is the go-to email client for most businesses and enterprises. This is no surprise, as it has been around for decades and managed to become the ‘gold standard’ of this software category in the meantime. Outlook has evolved a lot since its first appearance, leading to its supposedly final form, “Outlook 365”. In this article, I’m going to quickly explain what Outlook 365 stands for and how to set up email signatures in this Microsoft-365-powered email client.
Outlook 365: Outlook for Microsoft 365 vs Outlook on the web (OWA)It might come as a bit of a surprise, but officially, there’s no such thing as “Outlook 365”. There are two Outlook versions which this name may relate to: Outlook for Microsoft 365 and Outlook on the web. Both come as a part of the Microsoft 365 subscription, which is probably the reason why so many users came to name them “Outlook 365”. This can be very confusing, especially since the name doesn’t explain whether the user means the app installed locally or the webmail version. The name stuck nonetheless and nowadays can be found all over the Internet, including tech community forums and specialist websites. To be precise, Outlook for Microsoft 365 is the version of the app installed on desktop or laptop computers. It’s the most recent iteration, originating from a long line of apps included in Microsoft Office suites and standalone programs, so you might say it’s the longest known, as it brings to the table all the features and improvements implemented over the years. Outlook on the web, on the other hand, is the webmail version of Outlook, allowing you to access your email account through your web browser. Besides being part of a Microsoft 365 subscription, it’s also available for organizations using on-premises Microsoft Exchange Server 2016 & 2019. By the way, the name “Outlook on the web” is being used interchangeably with “OWA”. The abbreviation actually stands for “Outlook Web App”, which was the official name of the app used with Microsoft Exchange Server 2013 & 2010, formerly called “Outlook Web Access” in case of Microsoft Exchange Server versions older than 2010. The biggest difference in comparison to Outlook for Microsoft 365 is that you don’t have to install anything on your computer or mobile device to use Outlook on the web. Learn more about the differences between Outlook versions on this Microsoft’s site How to set up email signaturesNow, let’s dive in and have a look at individual processes of setting up email signatures in Outlook for Microsoft 365 and Outlook on the web. Outlook for Microsoft 365Follow the steps below to set up an email signature in the desktop Outlook 365:
Note: Another way to start configuring your signatures is to open a New Email message, click Signature in the Include group and again Signatures.
Note: The formatting tools offered in the Outlook signature editor are quite basic. If you wish to achieve a more sophisticated and polished design, you can use a free email signature generator to create an advanced signature template. Simply choose Outlook as the target email platform, select one of the many available templates, adjust it to your needs and there you go. Your signature is ready to be copied and pasted into the Outlook editor.
Note: If you didn’t select your signature as the default one, you will still be able to add it manually every time you write a new email. It will be available after clicking the Signature button in the Include group. That’s all there is to it. If you wish to create more Outlook signatures, simply follow the steps from point 3 onwards. You can create as many of them as you need – they will appear on a list visible after clicking the aforementioned Signature button. Outlook on the webThe steps required to configure email signatures in the ”Outlook 365” webmail client are a bit different than in case of the desktop app:
Note: If you wish to achieve a more refined appearance, you can use a free email signature generator with lots of advanced signature templates that you can fill in with all the necessary details and copy into the editor box in Outlook on the web.
Note: It is possible to create and use multiple signatures for a single mailbox – similarly to the Outlook desktop client. Just click the New signature button after you have saved your first signature to create another one. Once you are done, save changes and close the settings window.
Limitations of signatures set up by usersAs you can see in the above guides, setting up a professional email signature is a fully manual process. From the company’s viewpoint, it comes with some limitations and risks:
Being aware of those limitations, you may want to change the way email signatures are managed in your organization. Instead of leaving this task to users, many companies decide to manage email signatures centrally. Central management of email signaturesBuilding and promoting a company’s brand is a continuous process and every employee interacting with customers or business partners needs to be seen as a brand ambassador. Email correspondence takes up a considerable part of that professional interaction, therefore email signatures should not be underestimated. They are a powerful way to convey the sender’s professionalism and tell the recipients whether the organization cares about its image. Managing email signatures centrally ensures that they are kept under control and stay up-to-date, consistent in design and aesthetic and are personalized across the whole company. This way, email signatures can be carefully crafted (and implemented organization-wide) to send a strong message that helps the brand, promotes offers and supports the business. It also allows for automation of a rather unexciting task, letting employees focus on their own work instead. Not to mention getting rid of issues connected to user carelessness or lack of technical skills. Central management via Exchange OnlineExchange Online allows for central management of email signatures and disclaimers for the entire Microsoft 365 organization. It is possible to set up email signatures and legal disclaimers, which are added to email messages that enter or leave your organization. To achieve this, it is necessary to create a mail flow rule (with the Append the disclaimer action specified) that adds the required information to email messages. And since mail flow rules may include many different conditions and exceptions, it is also possible to create separate signature templates for different departments or even specific users. However, the process might turn out to be troublesome for someone doing this for the first time. That is why we’ve prepared a short video guide explaining:
Besides the Exchange admin center, it is also possible to achieve similar results using PowerShell and VBScript. The immediate drawback of these two methods is that the former only works for Outlook on the web (OWA) and the latter only for the desktop client. LimitationsAlthough those management methods are better than setting up all email clients separately, they are still not perfect. They come with a lot of limitations:
The above list is intended to highlight the constraints most commonly faced by businesses and as such is not exhaustive. Read this article to learn more about the limitations of native functionalities Central management via CodeTwo Email Signatures for Office 365While the above list seems a long one, overcoming all those limitations is easier than you might think. Although they cannot be fixed natively, a dedicated tool, such as CodeTwo Email Signatures for Office 365, can solve all related issues and do much more. The service reinvents handling email signatures in Microsoft 365 organizations:
See the product’s page to learn more and test the tool for free or watch the following short video to learn why companies choose our software: Why can't I create a Signature in Outlook 365?When going through email settings, under Layout menu, the Signature button might be missing. This makes it impossible for users to make any changes to their Office 365 email signatures. The most probable cause is OWA policy blocking this feature.
How do I add a Signature in Outlook 365 2022?Create an email signature. Select New Email.. Select Signature > Signatures.. Select New, type a name for the signature, and select OK.. Under Edit signature, type your signature and format it the way you like.. Select OK and close the email.. Select New Email to see the signature you created.. Where is the Signature file in Outlook 365?Step 1 Once you have logged into your Office 365 Account (Outlook), click FILE in the top menu. Note: Multiple signatures for one email account are not supported. ... . Step 3 Click Mail. Step 4 Click Signature. ... . Step 5 Click New -The New Signature Box will appear, type your First and Last Name, then his OK.. How to create a Signature in Outlook?Creating a signature in Outlook for Android
Open the Outlook app and go to the Outlook icon. Tap on your account and then tap Signature. Enter the text and links you want to use as your signature and tap Done. Your signature will now appear at the bottom of all outgoing emails from Outlook on your Android device!
|