Microsoft 365 Help Create an email signature
Add your name and approved business contact details to outgoing mail.
Before you start
- Your approved job title, phone number and company signature template, if one is provided.
Follow these steps
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Open signature settings
Select Settings > Accounts > Signatures. If Signatures is not there, search settings for “signature”; some older layouts place it under Mail > Compose and reply.
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Check the account
If an account selector appears, choose your own work email. Choose a different signature for any other account you use.
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Create a named signature
Select New signature or Add signature, depending on what your version shows, and name it Initech work. The name is only for you; recipients see the signature text.
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Enter and format the details
Use the office-approved wording. A simple starting point is:
[Your name]
[Job title] | Initech Solutions
[Approved phone number]
[Your work email]
Replace the bracketed details. Do not invent company numbers or qualifications. Keep the font readable and the layout short. -
Choose when it appears
Enable the signature for new messages, and for replies and forwards if required. Some layouts use dropdowns rather than checkboxes; choose Initech work in each appropriate field.
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Save
Select Save. Close the settings panel after the changes are stored.
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Test a fresh message
Create a brand-new email and confirm the signature appears once with correct details. Send a test to yourself and check how it looks on your phone too.
You have finished when…
- A new test email contains one correct signature.
Helpful tips
- Check each Outlook app you use; signatures may differ between desktop, web and mobile apps.
- Use the company’s approved logo file if required. A small, simple signature is easier to read on mobile screens.
Something looks different?
No signature appears
Check the correct account and default signature selections. Create a new message after saving; an already-open draft may not update.
There are two signatures
The company may add one automatically after sending. Ask the office which signature should be used before adding another.
The signature is different on my phone
The Outlook mobile app has its own signature setting. Configure and test it separately rather than assuming every app synchronises signatures.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.