An email signature, placed at the end of your email content, serves as a digital representation of the sender's identity. It communicates essential details such as professional email, contact number, logo, website, and more. In essence, you can liken it to a virtual business card appended to your email messages. Often, it mirrors an actual business card, encompassing comprehensive information about your business. Even if you're using an email manager like Outlook configured with an Office 365 account, you have the capability to incorporate an email signature into your communications.

Nevertheless, various countries have instituted specific regulations mandating the use of email signatures in particular formats, necessitating compliance from business owners. Here are a few illustrative examples:

  • Germany instructs businesses to mention their company name, registration number, place of registration, etc. in each business-related email.
  • The Director of Corporate Enforcement of Ireland has made it mandatory for companies with websites to mention their business details in emails.
  • United Kingdom's E-commerce Regulations have mandated for all limited companies to mention their business details in every email they send.

Create Email Signature in messages in Office 365

You can create a new email signature in Office 365 Admin portal by following the steps -

  1. Log in to your Office 365 account and click the All Apps icon. Login to Office 365 account
  2. Click the Admin option. Click the Admin option
  3. Under the Admin Centers, select the option of Exchange. Select option of Exchange
  4. Here, go to the Mail Flow category and click the Add (+) button in the rules tab. Click on Add button
  5. Select the option Apply Disclaimer. Select the option Apply Disclaimer
  6. There is a new wizard new rule:
    • Provide a name to it.
    • Select option ‘Apply to all messages’ from the drop-down.
    • Select option ‘Append the disclaimer’ from the drop-down.
    • Click the button Enter text.
    There is a new wizard new rule
  7. Input the HTML text, which consists of the whole design of Office 365 Email Signatures. You can also input a simple text. Click OK. Also, click the option of ‘Select one’ and select the ‘wrap’ option in case the disclaimer can’t be inserted. Input the HTML text
  8. Choose the ‘Enforce’ mode for the rule and click the Save button. Choose Enforce mode
  9. A warning message asks if you want the rule to apply to all future messages. Click Yes. Apply rule to all future messages
  10. You can see that a rule has been created. Rule has been created

That's the process for adding a signature in Office 365. From now on, whenever you send a message to another person, an email signature will automatically appear at the bottom of the message.

Create personalized Email signature in MS Outlook

If you're using your Office 365 account in MS Outlook, you have the flexibility to generate multiple personal email signatures, each tailored to accommodate both your personal and professional information.

  1. In Outlook, click on File, then choose Options. Click on file
  2. In the Mail category, select Signatures. Select Signatures
  3. Click on the New button and provide a unique name to the email signature. Click OK. Provide a unique name to the email signature
  4. In the body, you can type your information manually or create a pre-existing business card. It will be included in the body too. You can write further details too. At last, click OK. Type your information
Limitation of Office 365 Email Signatures

Now that we've covered everything you need to know about "how to add a signature in Office 365," it's important to be aware of certain limitations that pertain to Office 365 email signatures for an entire organization. Users should acquaint themselves with these constraints before implementing them in their messages.

  • You cannot insert an email signature under an email reply or forward.
  • You cannot display a server-side email signature in the user’s sent item folder.
  • You cannot add images in the email signature.
  • You cannot skip the lines which contain such variables that couldn’t be updated.

An email signature is a useful feature which not only increases the understandability of the reader of your business, but also makes it more appealing. When you want to take a backup of your Office 365 mailbox, then you need to make sure that the email signature remains fixed with the message even in the backup time and it gets to its original format during restoration. So, when you are going to take Office 365 backup, use such software which protects the whole schema of the mailbox message and maintains the email signature.

Final words

There's a remarkable tool known as Kernel Office 365 Backup & Restore that enables access to Office 365 mailboxes and securely stores them in PST files. This tool is designed to preserve the structure of mailbox messages without altering their content in any way. It also maintains the status of each message, ensuring that unread messages remain unread even after the backup or restoration process. Users can conveniently restore their Office 365 files from PST files at a later time.


Q - How do I add a company name to my Outlook email?

A - Begin by accessing your Profiles and selecting "Manage Profile Settings." Under your name and contact information, locate the link. Clicking this link will direct you to a page where you can customize your display name. Here, you can incorporate your company name to ensure that your recipients recognize your affiliation. With just a few simple clicks, you can enhance the professionalism and personalization of your Outlook emails.

Q - Should I include company address in the email signature?

A - Including your company address in your email signature is a technical aspect that shouldn't be overlooked. Not only does it provide important information for those you correspond with, but it also adds credibility to your position within the company. Along with your work & personal phone number, including both the phone number & physical address of your company creates a professional representation of your business.

Q - How do I link my company email to Outlook?

A - To link you company email to Outlook follow the instruction given below:
  • Select File > Add Account in Outlook.
  • Simply enter the email address & click Connect.
  • When prompted, enter your password & click OK & tap on Finish.