{"id":12134,"date":"2023-01-19T09:49:17","date_gmt":"2023-01-19T12:49:17","guid":{"rendered":"https:\/\/www.bybrand.io\/blog\/?p=12134"},"modified":"2025-02-24T17:30:37","modified_gmt":"2025-02-24T20:30:37","slug":"microsoft365-email-signatures","status":"publish","type":"post","link":"https:\/\/www.bybrand.io\/blog\/microsoft365-email-signatures\/","title":{"rendered":"How to add Microsoft 365 email signatures company-wide"},"content":{"rendered":"\n

If you use Microsoft 365, then you\u2019ll want to know how to create and apply Microsoft 365 email signatures across your entire organization. Doing so will make email signature management a lot easier, while ensuring each new message your organization sends out is set up with the right information.<\/p>\n\n\n\n

Luckily, customizing every email message with branded business email signatures is easy to do if you\u2019re a Microsoft 365 email client. Using the right tool and tactics, you can automatically add and update your email signature across your entire company.<\/p>\n\n\n\n

In this guide, we\u2019ll explain the exact steps you can take to do this.<\/p>\n\n\n\n

How to add a Microsoft 365 email signature<\/span><\/h2>\n\n\n\n

If your team uses Microsoft 365, then adding an email signature can have a wide range of benefits for your organization. It\u2019s easy to set up and can help you achieve many things.<\/p>\n\n\n\n

Here are the steps you can take to add an Office 365 email signature manually.<\/p>\n\n\n\n

Step 1<\/span><\/h3>\n\n\n\n

Start by signing in to the Exchange admin center<\/strong> in Microsoft 365. Make sure you use an Exchange Online administrator account.<\/p>\n\n\n\n

Step 2<\/h3>\n\n\n\n

Navigate to Mail flow<\/strong> and then click on Rules<\/strong>.<\/p>\n\n\n\n

Step 3<\/span><\/h3>\n\n\n\n

Select Add a rule<\/strong> and then choose Apply disclaimers<\/strong>. Now the rule creation wizard will open with pre-selected attributes for creating a new rule (which is different from selecting to add a new rule).<\/p>\n\n\n\n

\"MS<\/figure>\n\n\n\n

Step 4<\/span><\/h3>\n\n\n\n

Name your rule and configure your settings appropriately.<\/p>\n\n\n\n

Step 5<\/span><\/h3>\n\n\n\n

When you reach the section titled Apply this rule<\/strong> if, you need to choose which specific conditions will trigger the rule. You can see what conditions are available here<\/a>.<\/p>\n\n\n\n

Step 6<\/span><\/h3>\n\n\n\n

Go to the Do the following<\/strong> section, navigate to Apply a disclaimer<\/strong> to the message in signatures and disclaimers, and make sure Append a disclaimer<\/strong> is selected from the dropdown menu.<\/p>\n\n\n\n

Step 7<\/span><\/h3>\n\n\n\n

Now you can add an email signature that will be applied to your new messages. To do this, you\u2019ll need to insert your email signature into the Microsoft 365 email editor.<\/p>\n\n\n\n

When you add a new signature, you can either type it in as plain text or insert HTML code (recommended).<\/p>\n\n\n\n

\"<\/figure>\n\n\n\n

To add a new signature, select Enter text<\/strong> and simply add your text or code into the text box labeled Specify disclaimer text<\/strong>.<\/p>\n\n\n\n

Select Save<\/strong> when you\u2019re done.<\/p>\n\n\n\n

Custom variables<\/span><\/h4>\n\n\n\n

It\u2019s worth mentioning at this stage that you can personalize signatures for 365 by adding exchange property variables, like your name or contact number.<\/p>\n\n\n\n

To do this, you type it in as %%PropertyName%%<\/strong> – an example would be %%displayName%%<\/strong>. When you do this, the placeholder text will be automatically replaced with the correct value.<\/p>\n\n\n\n

Signature example with custom variables for Exchange. By the way, a list of available variables can be found here<\/a>.<\/p>\n\n\n\n

\"Email
Email signature example with Exchange variables.<\/figcaption><\/figure>\n\n\n\n

Step 8<\/span><\/h3>\n\n\n\n

Now that you\u2019ve inserted your MS 365 email signature, you just need to finish the steps left in the rule creation wizard.<\/p>\n\n\n\n

You could keep the default settings, or you could customize the settings for your organization\u2019s specific needs.<\/p>\n\n\n\n

Step 9<\/span><\/h3>\n\n\n\n

Select Finish<\/strong> and the new rule will be saved.<\/p>\n\n\n\n

Step 10<\/span><\/h3>\n\n\n\n

You have now created a new rule which includes a signature for your outgoing messages. However, the rule will automatically be disabled when you create it. To make sure it works, go to the rules list, select your rule, and enable it with the toggle.<\/p>\n\n\n\n

There you go, you have now set up an MS 365 email signature. It\u2019s a good idea to create a new message and send it to yourself or a friend to test your new email signature.<\/p>\n\n\n\n

You can also watch this video to visualize the steps above.<\/p>\n\n\n\n

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