So in this video I'm going to show you how to create a global signature for your Microsoft Outlook account. So whenever you write an email on any device, you don't have to worry about signing. The global signature will be added automatically to emails. It does not depend on any device or platform. Even if you use a third-party email client, this electronic signature will be added to all your new emails.
You may use third-party electronic signature providers for the same service. But when you have the free option, why pay for a third-party service?
With this option, and not just a signature, you can create a company-wide disclaimer for all new emails.
For this method, you need access to the Microsoft 365 Administrator account, or you can ask your IT administrator to follow the video to create a global electronic signature for your account.
Here are the steps to follow:
1. Log in to the Microsoft 365 administrator account.
2. Select the Exchange option
3. Select Mail Flow.
4. Select Rules.
5. Click 'Add rule'
6. Select Apply Disclaimers (since we need to add electronic signature as a disclaimer.)
7. Create a name for the signature.
8. Select the “Apply this rule if” option and select the account for which you want to create the signature.
9. In the “Do the following” section, add the new signature and select a fallback option.
10. Save the new rule.
11. Activate the newly created rule.
Make sure to disable email signature by default on Outlook app and Outlook Web. Otherwise it will create duplicates.
You should note that this email signature created through the Microsoft 365 admin does not work for email replies and forwards. This allows you to keep your normal email signature enabled for email replies and forwards.
Watch these two reference videos:
1. How to create a clickable email signature for Outlook: https://youtu.be/vjrfVQgw97I?siJS2t-lfPt1JiI7n6
2. How to add HTML email signature on Outlook desktop: https://youtu.be/gL5WfVg55c4?sidS5Vf3FBMAkSElDX
Timestamp:
00:00 Outlook mobile electronic signature.
0:48 Open email flow option on Microsoft 365 admin
1:08 Create a new rule for global signing
2:13 Add an Outlook HTML email signature for all devices
4:40 Enable email signature by default for replies and forwards.
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