How to Set Up Automatic Email Signatures in Outlook & Exchange Print

This document explains how to configure personal Outlook signatures and how IT administrators can create a company‑wide signature using an Exchange mail flow disclaimer rule.

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1. Outlook Desktop App (Windows & Mac)

Add or Edit Your Personal Signature

1. Open Outlook.
2. Click File → Options.
3. Select Mail.
4. Click Signatures….
5. In the Email Signature window:
   • Click New to create a signature.
   • Type or paste your signature content.
6. Under Choose default signature:
   • New messages: select your signature.
   • Replies/forwards: optional.
7. Click OK to save.

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2. Outlook on the Web (OWA)

Add or Edit Your Personal Signature

1. Go to https://outlook.office.com.
2. Select the Settings icon (top right).
3. Click View all Outlook settings.
4. Go to Mail → Compose and reply.
5. Scroll to Email signature.
6. Type or paste your signature.
7. Enable:
   • Automatically include my signature on new messages
   • Automatically include my signature on replies and forwards (optional)
8. Click Save.

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3. Exchange Admin: Company‑Wide Signature via Mail Flow

You can configure a consistent signature for all users by adding it as a disclaimer in Exchange Mail Flow.

This signature is added to emails after the user sends them, so it won’t appear in the compose window.

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3.1 Simple Instructions: Create a Rule That Appends a Disclaimer

Steps for Exchange Admins

1. Open the Exchange Admin Center:
   https://admin.exchange.microsoft.com

2. In the left menu, select Mail flow.

3. Click Rules.

4. Select Add a rule → choose Apply disclaimers.

5. Configure the rule:

   • Name:
     Example: Company Email Signature (Disclaimer)

   • Apply this rule if:
     Choose The sender is… → Select All senders or a specific group.

   • Do the following:
     Choose Apply a disclaimer to the message → Append a disclaimer.

6. Add your signature content:

   • Click Enter text.
   • Paste your HTML signature (company template, contact info, logo URL, etc.).

7. Fallback action:

   • Set to Wrap (recommended for formatting reliability).

8. Click Save to create and activate the rule.

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3.2 Notes About Exchange Disclaimer Signatures

• Users will not see the signature while writing an email—it's added after sending.
• HTML formatting is supported (tables, colors, links).
• Inline images do not embed; use externally hosted image URLs (HTTPS only).
• You can target rules to:
  • Departments
  • Locations
  • Executive teams
  • Shared mailboxes
• Multiple rules can be layered for different signature styles or disclaimers.

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4. Tips for Users

• Personal signatures must be set up separately in Outlook Desktop and OWA—they do not sync.
• Use a clean text editor like Notepad before pasting your signature to avoid formatting issues.
• Company‑wide signatures created via Exchange rules override personal styling on external emails.