University of Bath

Creating an email signature in Outlook and Outlook Web App

You can create a personal email signature in Outlook and Outlook Web App (OWA).

Before you start

It's good practice to use email signatures at work. Our templates include your:

  • name
  • job title
  • department
  • address
  • telephone number
  • email address

Signatures are stored locally, so if you use email from more than one device and use Outlook Web App, you will need to set up signatures for each of the different methods you use.

Within Outlook and OWA, you have the option of whether you want your signature to automatically be added to new messages. Within Outlook, you can also specify whether to add your signature to emails that you reply to or forward, although we do not recommend enabling this option.

Accessing the signature settings in Outlook

  1. Select 'File'.
  2. Select 'Options'.
  3. Select 'Mail'.
  4. Select 'Signatures'.

Accessing the signature settings in OWA

  1. Go to mail.bath.ac.uk and log in.
  2. Select the Cog icon.
  3. Select 'Options'.
  4. Select 'Settings'.
  5. Select 'mail'.

Create an Outlook email signature using a University template

  1. Open our University signature template document.
  2. Select all and copy the contents.
  3. In Outlook select 'File'.
  4. Select 'Options'.
  5. Select 'Mail'.
  6. Select 'Signatures'.
  7. Select 'New'.
  8. Enter a descriptive name for the signature.
  9. Select 'OK'.
  10. Make sure you have the name of your new signature selected in the list of signatures.
  11. Paste the standard content.
  12. Change the font of the University of Bath text to 'Arial'.
  13. Edit the standard signature with your own details.
  14. Select 'Save'.
  15. At the top right of the dialog box choose which email account uses the signature. If you use a shared mailbox you can set up a signature for this too.
  16. Confirm if the signature is associated with new messages only and not with forwards and replies.
  17. Select 'OK'.
  18. Select 'OK'.

Create an OWA email signature using a University template

  1. Open our University signature template file.
  2. Select all and copy the contents.
  3. Go to mail.bath.ac.uk, log in and click the cog icon.
  4. Select 'Options'.
  5. Select 'Settings'.
  6. Select 'mail'.
  7. Select into the signature box and paste contents of template signature.
  8. Edit with your own details.
  9. Tick 'Automatically include my signature on messages I send' check box. (If you do not click this you can use the Insert signature function when you create your messages.)
  10. Select 'Save'.