Multiple Profiles and Separate Signature Files (2024)

FAQs

How do I have different signatures in Outlook for different accounts? ›

Here are the detailed steps: Click New Email>Find Signature>Then choose the email account you want to set for(if you have more than one account)>Then click New and create the first one( Type the name and the content and click OK)>Then click New to add a second one>.......>

Go to Outlook menu File > Options > Mail > Signatures, Select the Shared Mailbox's E-mail account, and set the default signatures.

If you work in different business roles or work with different organizations, you may need more than one way to automatically sign an email you're sending in Microsoft Outlook.

You can have as many signatures as you want. There is no law against changing your signature. Who exactly did you think was going to prevent you from having multiple? However, you might want to maintain very few, it's far easier for someone to forge your signature if you are in the habit of changing it frequently.

Remember that you can create multiple policies with different signatures and allow users to choose between them when composing an email message in Outlook. So, you can define separate policies for internal and external emails, new emails and replies, and so on.

If you need a form signed by multiple people, use mega sign through Acrobat Sign. You can send one document to multiple signers to fill and return — and even track it — all in one click.

Another easy way to get to the folder location of your Outlook signatures is to open Outlook and navigate to File > Options > Mail. When you see the "Signatures..." button, hold Ctrl and click on the button. This will open the folder location of your saved Outlook signature files.

There are three options to choose from to add different signatures to user mailbox and shared mailbox emails. The first method is to create two separate signatures in Outlook, the second requires mail flow rules on the server side and the third involves the use of CodeTwo Email Signatures for Office 365.

Can you use a different signature for each email account? ›

You can have different signatures for each email account. You can have a signature automatically added to all new messages. Go to in the New messages drop-down box and select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none).

If your users have the Send on behalf permission to a shared mailbox, you need to create a signature rule that adds a personalized signature to all emails sent by these users. This can be either: a standard email signature for all employees already in use in your organization.

Email signature size information for Outlook

In Outlook, the best email signature size is 170 pixels high and 200 pixels wide. In terms of text content Outlook has an email signature limit of 5,000 characters. For Outlook email signatures, the image size is recommended to remain within 650 pixels wide.

There are three options to choose from to add different signatures to user mailbox and shared mailbox emails. The first method is to create two separate signatures in Outlook, the second requires mail flow rules on the server side and the third involves the use of CodeTwo Email Signatures for Office 365.