Create and manage company-wide signatures

Create company signatures

1. On the Shared Email Templates pane in your Outlook, go to the More menu and select Manage account.
   
2. In the Shared Email Templates app that will automatically open in your default browser, right-click Company signatures and select New signature.
   

   The signature preview will appear.
   

3. Using the Design tab on the right sidebar, select a color theme, a font, a font size, and a layout for your company-wide signature.
   

Tip. To adapt a color theme to your needs, select it on the dropdown menu, then open the menu once again, and opt for Customize selected theme.


• To have links in custom fields underlined, select the Underline links in custom fields checkbox.
  
• To make the signature look like a business card, select the Apply card-like style checkbox.
  

  Note. If you select rounded corners for your card-like signature, keep in mind that they might be rendered as square corners in some versions of Outlook.

4. Using the Fields tab on the right sidebar, specify what details to include in your company-wide signature. For your convenience, signature fields are grouped in four sections:
   • General. This section is intended for a user's photo, full name, and job title. There's also room for your company's name and logo here.
     

     You can add another field to the section by selecting Add field.
     

   • Contact details. This section is for a user's phone number and email address. It can also contain a link to your company's website and a postal address.
     

     You can add another field to the section by selecting Add field.
     

   • Social media links. You can enter links to social media profiles here.
     

     You can add social media to the list by selecting Add links.
     

   • Additional. In this section, you can have a sign-off, a banner, and a disclaimer.
     

     You can add another field to the section by selecting Add field.
     

   Note. To make a company-wide signature automatically display each user's personal details, like their name or job title, you need to fill in the corresponding fields using either Azure AD or user profile properties.
   

   Similarly, to automatically fetch company details, you can use either Azure AD or company account properties.
   

   Tip. You can fill in fields in the General or Contact details section in bulk by loading details from available Azure AD properties.
   

5. Save the signature.
   

How to add company account properties and use them in signatures

If you use Azure AD properties to fill signature fields intended for company details, any updates in your company's Azure AD will be automatically reflected in the signatures, saving your time and effort. If some information you want to include isn't specified in your company's Azure AD, you can save it directly in your Shared Email Templates company or team account as company account properties and then use it for signatures. In this case, if any change is needed, you'll have to make it only once—in the corresponding property—and all the signatures where the property is used will be updated automatically.

To save some information (text or picture) as a custom company account property, follow the steps below.

1. On the Shared Email Templates pane in your Outlook, go to the More menu and select Manage account.
   
2. In the Shared Email Templates app, in the Account details section, select the Account properties button.
   
3. On the right sidebar that will appear, select the Add property button.
   
4. Enter the name of a custom property and choose between Text or HTML value and Picture.
   • If you want to save some text or HTML value as a property, enter it into the text-entry box.
     
   • If it's a picture, first select its location (OneDrive or SharePoint) and then select the file itself.
     

   When you're done, select Save.

After you've saved the custom company account property, you can use it in your company-wide signature by selecting the Insert from company properties option from the ellipsis menu that is on the right of a signature field.

How to create signatures with custom HTML

If you already have a piece of HTML code that you want to use for your company-wide signature, follow these steps:

1. In your Outlook, go to More menu at the bottom of the Shared Email Templates pane and select Manage account.
   
2. As soon as the Shared Email Templates app opens in your default browser showing the Manage account tab, right-click Company signatures and select New signature.
   
3. Switch from the Preview tab to the HTML tab, and then select Edit as HTML.
   

   Note. As soon as you start editing the signature HTML code, the sidebar with the Design and Fields tabs will disappear, and it won't be possible to use signature templates.

4. When you're done, select Save.

Set default company signatures for users

1. In your Outlook, go to the More menu at the bottom of the Shared Email Templates pane and select Manage account.
   
2. On the Manage account tab in the Shared Email Templates app, select Users.
   
3. In the list of users, select those of them for whom you're going to choose the same default signatures. Then select the Signatures button.
   
4. From the two dropdown lists available on the right sidebar, select signatures that will be used by default for new messages and for replies and forwards. Then select Save.
   

   After you, as an admin, have selected a default company signature for a user, it's added to the message body along with the user's personal templates.

   Note. If you select the Automatically insert default signatures when the pane is open option, the default signature will be added to the message body when the user opens the add-in pane in their Outlook or when the pane opens automatically because it was previously pinned.
   

How company signatures work

After an admin creates company signatures, users of the company or team account can:

• Find company signatures on the Signatures tab and insert any of them into an email message manually when needed.
  
• Set any of the available company signatures as default for new messages and/or replies and forwards so as to get the signature automatically inserted into an email message along with any of their personal templates.
  

When a company signature is added to the message body, it keeps the company information the same but automatically updates the user's personal details such as their name, job title, and email address.

Edit company signatures

If it's necessary to modify a company-wide signature, go to Manage account > Company signatures in the Shared Email Templates app in your browser, right-click the signature, and select Edit.

Delete company signatures

If a company-wide signature is no longer needed, go to Manage account > Company signatures in the Shared Email Templates app in your browser, right-click the signature, and select Delete.