Create and manage team-wide signatures

Create a team-wide signature

1. On the Shared Email Templates pane in your 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 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.
   

2. Select a color theme, a font, a font size, and a layout for your signature on the Design tab.
   

Tip. You can make changes to any of the available color themes if you want to. You just need to select it, open the dropdown menu again, and select Customize selected theme.


To get links you're going to add to custom fields underlined, select the Underline links in custom fields checkbox.


If you want your 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.


Tip. If the layout you'd like to choose for your signature contains more fields than you need, you can always remove the unnecessary ones on the Fields tab.


If a whole section isn't needed, you can delete all its fields in one go.


3. 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.
     

     To add another field to the section, select Add field.
     

   • 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.
     

     To add another field to the section, select Add field.
     

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

     If the social media that you want to include in the signature are missing from the list, select Add links.
     

   • Additional. This section is for a sign-off, a banner, and a disclaimer.
     

     You can add more fields to the section by selecting Add field.
     

   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.

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

4. Save the signature.
   

How to create team properties to use them in team-wide 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-wide signatures.

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

1. On the Shared Email Templates pane in your Outlook, go to the Signatures tab.
   
2. Select a folder with your team's signatures. Use the dropdown menus available in the lower part of the pane to choose which signature(s) 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-wide signature works

When you insert a team template into an 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 in Outlook (like name, job title, and email address). The team details, for example, the company's name, logo, and website, are kept the same.

Edit a team-wide signature

1. On the Shared Email Templates pane in your Outlook, go to the Signatures tab.
   
2. Right-click the signature you want to edit and select Edit in browser.
   

Delete a team-wide signature

1. On the Shared Email Templates pane in your Outlook, go to the Signatures tab.
   
2. Right-click a signature that is no longer needed and select Delete.