My email signature differs across desktop, web, and phone
Outlook stores signatures locally. Microsoft 365 recently added cloud-side signatures, but older accounts do not use them yet.
Try this first
- 1Outlook desktop > File > Options > Mail > Signatures. Local entries; changes do not sync to web or phone.
- 2Outlook Web > gear > "Signatures". Separate setting; copy the text manually.
- 3Phone (iOS/Android Outlook app): Settings > Signature. Yet another.
- 4For consistent company-wide signatures, IT can switch on Microsoft Roaming Signatures or use Exclaimer. Set up once, then synced everywhere.
When to bring us in
For unified signatures across users and devices with logo and disclaimers, a centralised tool is the right answer. We do this regularly.
See also
- Our emails land in spam for some recipientsAlmost always an SPF, DKIM, or DMARC setting that is wrong or missing, or a sender name that mimics a well-known brand.
- Someone reports receiving phishing emails "from us"Read: spoofing. Someone is abusing your sender name, not necessarily your actual mailbox.
- An email bounces (NDR): delivery failedThe NDR text usually states the exact reason. Reading it is step one.
None of the above fits?
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Or skip the DIY entirely
Our Managed IT clients do not look these things up. One point of contact, a fixed monthly price, resolved within working hours.