Steps to Update the signature & out of office in Microsoft Outlook

Steps to Update the signature & out of office in Microsoft Outlook

Steps to Update Your Email Signature

Open Email Signature Settings

  • Outlook (Desktop Client):

    1. Open Outlook.

    2. Click File > Options.

    3. Select Mail from the left menu.

    4. Click Signatures… under the Compose Messages section.

    5. Choose the signature you want to edit or create a new one.

  • Outlook (Web - OWA):

    1. Go to Outlook Web App.

    2. Click on the Settings gear icon.

    3. Search for Email Signature.

    4. Edit or create a new signature.

Update Your Signature with Planned Absences

Include a brief note about planned OOO dates or activities. Here’s a suggested format:

  1. Open Automatic Replies (Out of Office)
  • Open Outlook.
  • Click on File in the top-left corner.
  • Select Automatic Replies (Out of Office)
    .
  1. Enable Automatic Replies
  • In the Automatic Replies window, select "Send automatic replies".
  • (Optional) Check "Only send during this time range" and set the Start and End time.
  1. Set the Out of Office Message
  • Under the Inside My Organization tab, type your message for internal emails.
  • Click on the Outside My Organization tab to set a different message for external emails.
Example Message:
Subject: Out of Office – [Your Name]
Hello,
Thank you for your email. I am currently out of the office from [Start Date] to [End Date] and will have limited/no access to my email.
For urgent matters, please contact [Backup Contact Name] at [Backup Email/Phone].
Best regards,
[Your Name]
[Your Position]
[Your Contact Information]
  1. Save and Enable
  • Click OK to activate the automatic replies.

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