Mailtiv / Blog

How to set up a company email signature in Outlook

Updated 4 November 2026 by the Inthouse product team

You can add your own signature in Outlook in a few clicks, but you can't keep the same, up-to-date signature across a whole company by hand. For a company signature, you use a tool that designs the signature centrally and adds it to everyone's Outlook automatically.

For one person: add a signature in Outlook

If you only need your own signature, Outlook's settings are enough:

1. Outlook on the web and the new Outlook: go to Settings → Mail → Compose and reply → Email signature.
2. Classic Outlook (Windows): go to File → Options → Mail → Signatures.
3. Create a new signature, add the text and logo, and choose it as the default for new messages and replies.

This works well for personal use. But it's set up separately on every device, and the details are only as accurate as what each person typed.

Why that doesn't work for a company

When everyone writes their own signature, a growing company runs into a few problems:

• Inconsistent look: everyone uses a different font, colour and logo.
• Out-of-date details: when a title or phone number changes, the signature doesn't.
• Campaigns are hard: changing everyone's signature on the same day for a trade show or a holiday isn't practical.
• More work for IT: it starts again with every new hire and every design change.

Central options

In Microsoft 365 there are two main ways to run a company signature:

• Mail-flow rules: Exchange disclaimer rules add text on the server after the email is sent. The sender doesn't see the signature while writing, and design options are limited.
• An Outlook add-in: the signature is added inside Outlook while the email is being written. The sender sees it, and the email doesn't pass through another server.

For a comparison of the approaches, see Ways to manage email signatures.

Step by step with Mailtiv

Mailtiv is an Outlook add-in and a web portal. Setup takes about 30 minutes of work. Full guide: Set up Mailtiv.

1. Approve. A Global Admin signs in at my.mailtiv.com with their Microsoft account and approves Mailtiv's permissions once.
2. Add admins. You become a Mailtiv admin when you first sign in. Give colleagues the Admin, Contributor or Reader role. People who only send email don't need a role.
3. Deploy the add-in. In the Microsoft 365 admin center, add Mailtiv under Settings → Integrated apps. Assign it to a small pilot group first, then to the whole organization. It can take up to 24 hours to appear in everyone's Outlook.
4. Design your signature. In the portal, add your logo and links, pick a design from the template gallery and switch it on for your domain.
5. Try it. Start a new email in Outlook as a pilot user. The signature comes with the name, title and phone number from that person's Microsoft 365 profile.

Turn off Outlook's own signatures

When you move to a central signature, anyone who keeps their old Outlook signature will see two signatures in their emails. To avoid that:

• Ask people to remove their own Outlook signature, or to set "(no signature)" for new messages and replies.
• If you like, you can stop users from creating their own signatures in Outlook on the web and the new Outlook, through Outlook web app policies in the Exchange admin center. This setting doesn't affect classic Outlook.

Shared mailboxes aren't supported; signatures are meant for each person's own mailbox.

Frequently asked questions

Do we need a server for setup?

No. A Global Admin approves Mailtiv in Microsoft 365 once and deploys the add-in from the admin center. There's no extra server or connector.

Which versions of Outlook does it work in?

New and classic Outlook for Windows, Mac, Outlook on the web, iPhone and Android. One-time-purchase Outlook 2016 and 2019 can't add signatures automatically.

Do employees have to do anything?

No. Once the add-in is deployed, the signature is added on its own to new emails, replies, forwards and meeting invites. People only need to turn off their old Outlook signatures.

What if a detail is wrong?

The details come from the Microsoft 365 profile. IT fixes the profile, and the person can select Refresh my details in the Mailtiv pane to get the change right away.