Learn how to effectively manage Microsoft Outlook email signatures. Understand what's available natively on your email application and how to automate signatures with Exclaimer.
Keep every email signature secure, on-brand, and compliant.
To get your email signature to show up automatically in Outlook, you need to ensure two things:
The signature is created and saved properly
It’s set as the default for new emails and replies/forwards
To automatically add a signature in Outlook when replying to emails, you need to set it as the default for replies and forwards in your Outlook settings. Here's how to do it for both the desktop app and Outlook on the web:
Outlook Desktop App (Windows/Mac)
Open Outlook.
Go to the File tab (top left).
Click Options.
Select Mail from the left sidebar.
Click the Signatures... button.
Under Choose default signature:
Select your email account from the dropdown.
For Replies/forwards, select your signature from the dropdown menu.
Click OK to save.
Outlook on the Web (Office 365 / Outlook.com)
Go to https://outlook.office.com and sign in.
Click the Settings gear icon (top right).
Select View all Outlook settings at the bottom.
Go to Mail > Compose and reply.
In the Email signature section:
Create or edit your signature.
Make sure the checkbox “Automatically include my signature on messages I forward or reply to” is checked.
Click Save.
To edit your signature in Outlook 365, the process depends on whether you're using the Outlook desktop app or Outlook on the web (browser version).
Here's how to do it in both:
Outlook 365 Desktop App (Windows/Mac)
Open Outlook.
Click the File tab in the top-left corner.
Choose Options from the left sidebar.
In the Mail category, click Signatures....
Under the Email Signature tab:
Select the signature you want to edit from the list.
Make your changes in the Edit signature box.
You can format text, add images, hyperlinks, etc.
Click Save, then OK to apply the changes.
Outlook on the Web (Office 365)
Go to https://outlook.office.com and sign in.
Click the gear icon (⚙) in the upper-right corner.
At the bottom of the sidebar, select View all Outlook settings.
Navigate to Mail > Compose and reply.
In the Email signature section:
Make edits directly in the text editor.
Use the toolbar for formatting or adding images and links.
Click Save at the bottom.
Creating an email banner in Outlook involves designing an image that reflects branding, promotions or events. Here's how to create and insert one:
Step 1: Create your banner image
You can use tools like Canva, Adobe Photoshop, or Figma.
Design tips:
Recommended size: 600–700 px wide, height 100–200 px
Use high-quality images and legible fonts
Include your logo, tagline and CTA
Step 2: Insert the banner into your Outlook signature
Outlook Desktop App (365/2019/2016)
Open Outlook.
Go to File > Options > Mail.
Click Signatures...
In the Email Signature editor:
Click the picture icon
Select your banner image from your computer
Position it above or below your signature content
Click OK to save.
Outlook on the Web (Outlook.com or Office 365)
Click the Settings gear > View all Outlook settings
Navigate to Mail > Compose and reply
In the Email signature box:
Click the image icon to upload your banner
Add text or links below/above as needed
Click Save
Manage every Microsoft Outlook email signature from one place.
Give non-IT teams the tools to build and update their own signatures without risking consistency.
Set smart rules that apply the right signature automatically, based on sender, recipient, or message type.
Let users pick from approved signature options inside Outlook, so they always sign off the right way.
Manage every Outlook signature from one place.
Let non-IT teams create and update signatures without involving IT.
Apply the right signature automatically based on department, role, or location.
Roll out updates quickly and keep signatures consistent across every device.
Add banners, logos, or links to drive awareness and action.
Include one-click surveys to gather instant customer feedback.
Tailor messages by team or region to reach the right audience.
Sync with Active Directory (Entra ID) to keep contact details up to date.
Let users choose from approved signature options in Outlook.
Measure what works with A/B testing, usage data, and engagement insights.
Add Microsoft Bookings links to email signatures automatically.
Make it easy for customers to schedule meetings straight from an email.
Give sales and support teams a faster way to connect.
Pick the right plan for your organization and roll out consistent, branded Outlook email signatures.
Our basic plan delivers consistent email signatures across the entire organization.
Fire up your marketing potential with multiple templates, rotating banners and one-click surveys.
Embrace the full power of email signatures with advanced signature targeting and scheduling, complete design customization, and access to analytics.
