How to set signatures

In Shared Email Templates for Outlook

With well-structured and easy-to-customize signature templates in Shared Email Templates for Outlook, you can automatically add informative signatures to your personal and team email messages.

To open or download a quick Signatures cheat sheet, click this button:

Download cheat sheet

• How to create a signature
• How to edit a signature
• How to set a default signature

How to create a signature

1. To start working with signatures, click the Signatures icon on the Shared Email Templates pane in your Outlook:
   

   You will see folders for your personal signatures (My Signatures) and team ones. There will be an individual folder for each of your teams.

2. To create a signature, select the necessary folder and click the New Signature button at the bottom of the add-in pane:
   
   Note. To create a signature for an encrypted team, you'll need the team password.

   

3. After you click the New Signature button, the Shared Email Templates web app will open in your default browser to offer signature templates. Choose any you like and click Next:
   
   Tip. You can create a signature using your own HTML code. Just click Custom HTML in the lower-left corner of the Choose signature template window.
4. In Signature preview, decide:
   • What messages your new signature will work for by default (if any).
   • What sections the new signature should have.

   Clear the checkboxes next to the items you don't need.
   

   Tip. You can always add or remove sections with the Signature options icon available in the Edit mode:
   
   Tip. To automatically fetch Azure AD properties from your Microsoft account, select the Use Azure AD properties checkbox:

   

5. When you're done, click Finish.
6. Customize the signature template by inserting the necessary data, images, and links.
   
   • You can add a photo that is stored on your OneDrive, in your SharePoint, or in your device. You can also use a photo URL. Just click the photo frame in Signature preview and select the corresponding option:
     
   • If necessary, add a banner, a button, or a promo in a similar way:
     
   • To insert a link, right-click the necessary section and select Link:
     
     Then enter a URL, text to display, and a title:
     
     Click OK.
7. When your new signature is ready, name it and click Save.

Note. You can also create a new signature right in the Shared Email Templates web app. Just sign in, switch to the Signatures view mode, click the More menu next to the folder of interest, and select the New Signature option:

Alternatively, you can select the necessary folder and click the New Signature icon on the left sidebar:

How to edit a signature

On the Shared Email Templates pane in your Outlook, all your signatures are grouped in folders on the Signatures tab.

To edit, copy, move, or delete a signature, select it and click the corresponding action button:

You can also use the options that are available in the More menu:

To start editing the signature of interest, opt for Edit in Browser in the dropdown list:

Or, click this button:

The signature will become available for editing in the Shared Email Templates web app in your default browser.

Tip. To modify the structure of the signature you're editing and change the type of messages it works for by default, click the Signature options icon:

The Signature options sidebar will appear:

Make the necessary changes and click Close.

When you're done with editing your signature, click Save.

Note. You can also edit your signatures right in the Shared Email Templates web app. You just need to sign in, select the signature you want to modify, and click Edit:

The signature will open in the Edit mode.

Alternatively, you can choose the Edit option from the More menu that is next to each signature:

How to set a default signature

A default signature is automatically inserted in an email message along with a template.

• A personal signature that is defined as a default one will be automatically added to the message body when you paste any of your personal templates (My Templates) into an email message.
• If there's a signature defined as a default one for any of your teams, it will automatically appear in the message body when you paste a template from the corresponding team folder.

To set a default signature, follow the steps below:

1. On the Signatures tab of the Shared Email Templates pane in your Outlook, select the folder of interest:
   
2. If you need a default signature for new email messages only, pick a signature from the dropdown list in the For new messages box:
   
3. If necessary, set a default signature for replies and forwarding messages in the same way:
   

Default signatures are marked as follows:

1. A signature that is used by default for new email messages.
2. A signature that is used by default for replies and forwarding emails.
3. A signature that is used by default for all email messages.

1. Open the template of interest in the Edit mode.
2. Place the cursor below the text of your template and click the Insert macro icon.
   
3. Type "signature" in the Select macro search box and select Insert Signature.
   
4. Pick the necessary signature from the list of those available in the Select signature dialog box.
   
5. Click OK.
6. Save your template.