Microsoft 365 - Manage Email Signatures in Outlook Web Browser Version

Microsoft 365 - Manage Email Signatures in Outlook Web Browser Version

How to Add an Email Signature in Outlook Web

Guide for Microsoft 365 Licensed Users

Knowledge Base (KB) — TRP Communications

 

Overview

This guide walks you through the step-by-step process of creating and configuring an email signature in Outlook Web (Outlook in the browser) for users with a Microsoft 365 license. Once set up, your signature will automatically appear on all new messages, replies, and forwards.

 

 

Step 1: Open Outlook and Access the Main Menu

Sign in to your Outlook account via Microsoft 365. Make sure you are on the Inbox view. In the top-left corner, click on "File" to expand the main navigation menu.

💡 Image 1: General view of the Outlook inbox with the "File" menu visible in the top toolbar.

Step 2: Go to Settings

After clicking "File," a dropdown menu will appear with several options. Click on "Settings" at the bottom of the menu to open the settings panel.

💡 Image 2: The "File" dropdown menu with the "Settings" option highlighted.

Step 3: Navigate to the Signatures Section

Inside the Settings panel, select "Account" from the left-side menu. Then, in the center panel, click on "Signatures" to access the signature management screen.

💡 Image 3: Settings panel with "Signatures" selected under the "Account" category.

Step 4: Manage Existing Signatures

The Signatures screen displays all current signatures associated with your account. You can set which signature appears by default for new messages and for replies/forwards. To create a new signature, click the "+ Add signature" button in the top-right corner.

💡 Image 4: Signature management panel showing the existing "TRP Signature" and the "+ Add signature" button.

Step 5: Create a New Signature (Blank Editor)

The signature editor will open. At the top, enter a descriptive name to identify your signature (e.g., "My Corporate Signature"). The text area below is where you will type or paste the content of your signature.

💡 Image 5: Blank signature editor. Enter the signature name in the top field and the content in the text area below.

Step 6: Complete and Configure the Signature

Type your signature content: full name, job title, address, phone number, email address. You can also insert images or hyperlinks using the "Insert" tab in the toolbar. Once your signature is ready, enable the following checkboxes:

•      "Set default for new messages" — so it appears automatically on all new emails you compose.

•      "Set default for replies and forwards" — so it also appears when you reply to or forward emails.

Click "Save" to confirm and save your signature.

💡 Image 6: Completed signature editor with sample content and both default checkboxes enabled.

Step 7: Verify the Signature Was Created Successfully

After saving, you will return to the Signatures panel. Your new signature will appear in the list alongside any existing ones. The "Default for new messages" and "Default for replies and forwards" dropdowns should now show your new signature name, confirming it has been set up correctly.

💡 Image 7: Updated signatures panel showing the newly created "Test Signature" listed and set as the default.

 

Important Notes

•      You can have multiple signatures and manually select which one to use when composing a new email.

•      Changes sync automatically across your Microsoft 365 account.

•      If you do not see your signature when composing an email, verify that it has been set as the default.

•      This guide applies to Outlook Web (browser). Settings may differ slightly in the Outlook desktop application.

 

TRP Communications — Knowledge Base | IT Support


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