Email signatures: setting yours up, and why a company-wide one is better
Updated 10 November 2026 · How-to
How to add a signature in Outlook on each device, and how we can apply one consistent signature to everyone automatically.
An email signature is small, but it is on every message your business sends. A clear, consistent one looks professional and gives people the details they need to reach you. An inconsistent one, with six fonts and a pasted logo that arrives as an attachment, does the opposite.
What to include
Your name, your role, the business name, a phone number and the website. Keep it to a few lines in a plain font. Avoid large images; they often show as attachments or are blocked, and they make every message bigger. Avoid inspirational quotes and long legal disclaimers, which have little legal effect and are mostly ignored. If your business includes a line such as a registered address or a privacy link, keep it short.
Setting it up in Outlook
On Windows, go to File, Options, Mail and then Signatures; in the newer Outlook, go to Settings, Accounts, Signatures. On a Mac, go to Outlook, Settings, Signatures. In Outlook on the web, go to Settings, Mail, Compose and reply. Create the signature, then choose whether it goes on new messages and replies. Set it up on each device you use; signatures do not always sync between them, though the newer Outlook and the web version share one.
On your phone
In the Outlook app, tap your profile picture, then the settings icon, then Signature. Replace the default "Get Outlook for iOS" or Android line with your own.
A company-wide signature
Rather than relying on everyone setting theirs up correctly on every device, we can apply a standard signature to every message as it leaves Microsoft 365. Everyone's name, role and phone number are filled in automatically from the directory, it works from phones and shared mailboxes too, and a change to the template updates everyone at once. If you would like that set up, email hello@bitlogix.tech with the layout you want.
Keep the directory current
Automatic signatures only work if job titles and phone numbers in Microsoft 365 are correct. Tell us when someone's role or number changes, and we update it.
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