Create email signatures for your team
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If you have Editor permissions for your team, you can ensure uniform Outlook email signatures for all your teammates.
Create a team-wide email signature, and it will automatically update with each person’s details, like their name, job title, and email address, while keeping the team’s information, such as the department name and mailing address, the same for everyone.
This signature will be inserted into Outlook email messages along with team templates, based on your settings. For example, your team can have two separate default signatures: one for new messages and one for replies and forwards.
Create a team signature #
In the Shared Email Templates pane in Outlook, go to the Signatures tab, right-click a folder intended for your team’s signatures, and select New signature.
The Shared Email Templates app will automatically open in your default browser, and you’ll see a preview of a new email signature. On the right, there will be a sidebar with two tabs, Design and Fields, so that you can choose what your signature will look like and what details it will contain.
Select a color theme, a font, a font size, and a layout for your signature on the Design tab.
To get links you’re going to add to custom fields underlined, select the Underline links in custom fields checkbox.
If you want your team-wide email signature to look like a business card, select the Apply card-like style checkbox. If you decide to opt for the rounded corners in your card-like signature, please keep in mind that they might be replaced with the square ones in some versions of Outlook.
Switch to the Fields tab to decide on the content of your email signature.
You’ll find the following sections there:
General. This section can contain your teammate’s photo, full name, and job title. It can also contain the name and the logo of your company or organization.
Contact details. This section is intended for your teammate’s phone number, their email address, and your company or organization’s website, including both the text to display and URL. There’s also a place for your company or organization’s postal address here.
Social media links. You can place links to social media profiles here.
Additional fields. This section is for a sign-off, a banner, and a disclaimer.
To apply text formatting, use keyboard shortcuts.
Windows Mac Bold Ctrl+B Command-B Italic Ctrl+I Command-I Underline Ctrl+U Command-U Line break Shift+Enter Shift-Return To make a signature automatically update for each team member, fill in fields intended for a user’s photo, full name, job title, email address, and phone number with either Azure AD or user profile properties.
To keep the team details uniform, insert them from the team properties. Add custom fields if needed.
If your team doesn’t have the necessary properties, you can easily create them by following these steps.
Save the team signature.
How to create team properties to use them in team signatures #
By saving your team’s details like a logo, a banner, or social media links as team properties, you keep them all in one place and can easily use them when needed, for example in team signatures.
How to add a team property #
If you’re an Editor in your team and want to save a picture, for example a logo as a team property, these are the steps to follow:
In the Shared Email Templates pane in Outlook, right-click a team, and then select Team properties.
Select Add property.
Enter the name of the custom property, select Picture, specify where the picture that you want to bind to the property is stored: on OneDrive or SharePoint, and then select the necessary file.
Save the new custom property.
How to use a team property in a team signature #
After you save a custom team property, it’s added to your team, and you can use it when creating or editing a team signature.
On the ellipsis menu on the right of a signature field that you want to fill with a team property, select Insert from team properties.
In the Team property dialog, select a team property that you want to use. Then select OK.
How to use custom HTML #
If you want to use custom HTML instead of available signature templates, switch to the HTML tab when creating a signature. Then select Edit as HTML.
Set a default signature for your team #
In the Shared Email Templates pane in Outlook, go to the Signatures tab.
Select a folder with your team’s signatures. Use the dropdown menus available in the lower part of the pane to choose which signatures will be used by default for new messages and/or for replies and forwards.
You can also set up a default team signature for new messages or for replies and forwards by selecting the corresponding option from the ellipsis menu next to the signature.
How a default team signature works #
When you insert a team template into an Outlook email message, the corresponding default team signature is inserted as well.
When your teammate inserts a team template, the default team signature updates automatically to display their details, such as their name, job title, and email address. The team details, for example, the company’s name, logo, and website, remain the same.
Edit a team signature #
In the Shared Email Templates pane in Outlook, go to the Signatures tab.
Right-click the signature you want to edit and select Edit in browser.
Delete a team signature #
In the Shared Email Templates pane in Outlook, go to the Signatures tab.
Right-click a signature that is no longer needed and select Delete.
