Your Outlook signature is either a sign of your professionalism or a lack thereof. Yet, many people still ask how to change a signature in Outlook for such an important thing. Today we set out to answer that question and explain how to create a signature in Outlook across an entire organization, so you don’t have to risk anyone thinking your business is unprofessional again.

There are three ways to update your signature in Outlook:

You can update your Outlook signature in an individual message.

While you’re writing your message, you can always make one-off changes to a signature within your message body.

You can also go to the Message tab > Include > Signature, and from here, choose from a list of email signatures you’ve already created. If you enable HTML emails—which is the default in Outlook, as opposed to Plain Text—you can update the text and the style and formatting.

Change your Outlook signature for all outgoing messages.

Start again in a new message, Message tab > Include > Signatures. Check which signature you want to Choose a Default Signature. This will only be for new messages. At this time, you can also select that same signature or a different one for Replies/Forwards.

Note: The maximum signature size for Outlook on the Web (OWA) and Office 365 is 8KB for both HTML and Plain Text Outlook signatures, including all formatting and images.

Automate a change to all Outlook signatures across an organization


Learning how to change a signature in Outlook isn’t that difficult. Yet, the more people you try to get to do something, the harder it is—since you are managing a complex system with many people and parts, a simple task can easily become, well, a complicated one. Add to this pain the fact that your employees are working on unpredictable devices from unpredictable locations, leaving them to send emails ending with “Sent from my cool iPhone.” An email footer’s minor administrative detail becomes a big deal when your ending virtual conversations on sour notes.

That’s why we recommend managing your brand, style, logo, and contact information at an administrative level, taking care of the minor but real fuss of creating an email signature for your employees while making sure it suits your overall email design.

It would be best if you tried an email signature generator like Xink, which relies on years of experience in helping you manage, monitor and maintain your company’s famous last words.

<<Already a Xink customer? Learn how to Install the Xink Outlook App>>

PC or Mac? It doesn’t matter with the Xink email signature generator. Put your best email footer forward with our signature maker that lets you make your entire organization’s email signatures look professional, with consistent branding across offices, departments and devices. Xink even works with Outlook 2016 for both Windows and Apple.

Plus, while we think someone should be in charge of it, that doesn’t mean you have to get IT to do it. With a simple user experience like what Xink has, you can leave it up to different departments to manage their messages or let marketing take it over, so they can take advantage of that crucial digital real estate at the bottom of your email. With Xink and our Outlook email template, your marketing team can run marketing campaigns, while your sales team can offer deals, and your tech support can link to their how-to knowledge base—each team can have its own purpose and still, you can maintain a common look across your organization. And instead of adding this as another task to IT’s backlog, you empower those most affected, most customer-facing, to quickly make the changes to your Outlook signatures.

Do you have an example of a great Outlook signature? We’d love to see it! Comment below or tweet it to us at @XinkInc!