Two Exchange online users had questions about signatures this week. The first user wanted to have multiple signatures:
I want to have different signatures setup in Outlook as I did on the Desktop version. Is this possible?
The second user wanted to use signatures to insert boilerplate text, as he does on the desktop.
While Outlook on the web doesn’t have an option for multiple signatures, the mailbox has a built-in template addin, My Templates, and there is at least one template addin in the Office store, Template Phrases. The templates you create will be available in both Outlook on the web and in Outlook desktop.
Use these addins to create additional signatures or text to insert into a message.
In Outlook on your desktop, the template addin adds a button to the ribbon. Click to it choose templates to insert or to create new templates.
You can paste formatted text into My Templates addin.
To use the templates in Outlook on the web, open a new message or a reply and expand the menu in the toolbar at the bottom of the compose window. My templates should be enabled by default or click Get addins to find more (use template as the search term). I use Template phrases but if you need formatted text, use My templates as it supports formatted text.
Amie says
You can create as many as signatures you want using Sigsync Email Signatures for Office 365.
Yvonne says
Thanks so much for this tip!! Since working from home, I am not using the desktop version of Outlook. I hate using my official email on every message (it's so formal). This made it easy to use a shorter signature.
Kristin says
Does anyone know how to have autofill with a template? Like you have template body but you want to have it autofill the name, date, and specific information per email?
Diane Poremsky says
You would need to use a macro or a mail merge. I have a macro that looks for keywords in the template and replaces it with fields from the selected contacts.
https://www.slipstick.com/outlook/contacts/mail-merge-outlook-using-macro/
Dave Howard says
Does anyone know if it's possible to deploy and control available templates for all outlook users at a corporate level?
Diane Poremsky says
For the templates no this page, as far as I know, no.
Richard Westenberger says
My templates are form responses to commonly asked questions. My template won't save since it says it is too big. Any suggestions? My intent is a regular letter with a logos as graphics top and bottom.
Diane Poremsky says
This is with the Office 365 template addin? There is another template addin available - Template Phrases. I'm not sure what the text limit on it is or which one holds more.
Kate says
Thank you for this. It solves a big problem for me and it's great since it works in Outlook 2016 and OWA.