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How to edit and switch Email Signatures

Updated

This article explains how you can edit your email signatures in Outlook.

  Prerequisites

  • Email Signature VSTO or Web Add-in module enabled.

Outlook Web Add-in

  Note

  • The Web Add-in is the only add-in available on Outlook Online, New Outlook, and Outlook on Mac.
  • The Web Add-in is also available on Classic Outlook on PC, if the VSTO Add-in (below) is not used.
  1. Open Outlook Online in your browser or Outlook for Mac/PC.
  2. Click New message.
  3. Open Templafy task pane.
    • Click Email Signature in the ellipsis menu below the email body in Outlook Online.
    • Click Email Signature in the ellipsis menu above the email body in Outlook for Mac/PC.
  4. Navigate to the ellipsis menu in the task pane and click on Manage user profiles.
  5. Click on Edit to make changes to your User Profile.
  6. Click on Save and Close.
  7. Toggle between signatures by switching User Profiles and the New and Reply & Forward tabs.

  Note

Edits to the email signature may take a few seconds to apply.

Outlook VSTO Add-in

  Note

The VSTO Add-in is only available on Outlook classic for PC (Not new Outlook).
  1. Open Outlook on your PC.
  2. On the Home tab, navigate to Edit Email Signatures.
  3. Click on Manage user profiles.
  4. Click on Edit to make changes to your User Profile.
  5. Your new signature will be generated and previewed, once you click Save and Close.
  6. Toggle between signatures by right-clicking on your signature in an email and selecting another User Profile/Recipient option.

How to set a preferred User Profile

  Note

This functionality is only available following the below conditions:

  • The setting is enabled in the Admin Center.
  • The end-user has more than one User Profile.
  • The VSTO Add-in version is 8.3.0 or above.
  1. Click New Email.
  2. In the Templafy section of the ribbon, choose the desired User Profile.
  3. Select Remember.

Microsoft limitations on Outlook Add-in

Email signatures can only be applied according to settings within Outlook. 

Email signature first reply and meeting invites.png

  Note

  • Email signatures can be configured for New messages and Replies/forwards.
  • Email signatures cannot be configured on only the first reply or automatically enabled for calendar and meeting invites.

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