How do I create a new email signature?

If you use both Outlook Web App and Outlook desktop app, and want a signature, you need to create a signature in each application.

Creating a signature in the full desktop version of Outlook:

Open a new email message.

Select Signature > Signatures from the Message menu.

Depending on the size of your Outlook window and whether you're composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations.  

Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.

Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit signature box. 

Under Choose default signature, set the following options for your signature:

In the E-mail account drop-down box, choose an email account to associate with the signature. You can have different signatures for each email account.

If you want your signature added to all new messages by default, in the New messages drop-down box, select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This doesn't add a signature to any messages you reply to or forward.

If you want your signature to appear in the messages you reply to and forward, in the Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none).

Choose OK to save your new signature and return to your message. Outlook doesn't add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You'll have to add the signature manually to this one message. All future messages will have the signature added automatically. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.

More details on how to create a signature in the full desktop version of Outlook can be found in the Microsoft Support Pages. 

Creating a signature in Outlook Web App:

1. In a web browser, sign in to Outlook Web App using https://www.southampton.ac.uk/365/. Enter your user name and password, and then select Sign in.

2. On the navigation bar, choose Settings  > Options.

3. Under Options, choose Settings > Mail.

4. Under Email signature, in the text box, type the signature you want to use. Use the formatting mini toolbar to change the appearance of the signature.

5. If you want your signature to display at the bottom of all outgoing items, including replies and forwards, select Automatically include my signature on messages I send. If you don’t select this option, you can manually add your signature to any message. 

6. Choose Save.

More information on how to create a signature in Outlook Web App can be found on the Microsoft Support Pages.

Additional resources to help you make the most of office 365

1. Lynda
2. Microsoft Training Center