Advocap Email Signature Generator

Fill in your info below, then copy the signature straight into Outlook (desktop or web).

Address and main office phone number are filled in automatically based on location.

Optional fields
Which signature(s) to generate

Full signature (for New Messages)

Reply signature (for Replies/Forwards)

The "Copy HTML" button copies just the ready-to-use signature — the "Copy from here" marker text you see in the preview above is left out automatically. Full step-by-step instructions for both desktop Outlook and Outlook Web App are below.

How to apply your signature

Choose the version of Outlook you use. Steps differ between desktop Outlook and Outlook on the web (OWA).

Full signature (for New Messages)

  1. Fill in your info on the left, then click Copy HTML under "Full signature".
  2. Open Outlook, click File > Options > Mail > Signatures...
  3. Click New, give it a name (e.g. "Full"), and click OK.
  4. Click inside the large editor box, then paste with Ctrl+V.
  5. Under "Choose default signature", set New messages to this signature.
  6. Click OK to save.

Reply signature (for Replies/Forwards)

  1. Click Copy HTML under "Reply signature" on the right.
  2. In the same Signatures window, click New again, name it (e.g. "Reply"), click OK.
  3. Paste with Ctrl+V into the editor box.
  4. Under "Choose default signature", set Replies/forwards to this signature.
  5. Click OK to save both.
Tip: you can preview both signatures by starting a new email and a reply to an existing one — Outlook will insert the correct one automatically each time.
Since January 2026, Outlook on the web supports multiple named signatures with separate defaults for New messages vs. Replies/forwards — the same as desktop Outlook. If your screen doesn't match the steps below, see the note at the bottom of this tab.

Step 1: Create both signatures

  1. Fill in your info on the left, then click Copy HTML under "Full signature".
  2. Go to outlook.office.com and sign in if needed.
  3. Click the Settings gear icon (top right).
  4. Depending on your tenant's rollout, signatures live in one of two places — try whichever appears:
    • Accounts > Signatures (newest layout), or
    • View all Outlook settings > Mail > Compose and reply (slightly older layout)
  5. Click + New signature. Name it something like "Full", then click into the editor box and paste with Ctrl+V (Windows) or Cmd+V (Mac). Click Save.
  6. Click + New signature again. Go back to the generator, click Copy HTML under "Reply signature" this time, name the new signature "Reply", paste it in, and click Save.

Step 2: Set your defaults

  1. Still in the signature settings, find the "For new messages" dropdown and select your Full signature.
  2. Find the "For replies/forwards" dropdown and select your Reply signature.
  3. Click Save if it isn't saved automatically.
Good to know: if you have multiple email accounts connected in OWA, signatures are managed per account — repeat the steps above for each account/mailbox you send from. Signatures you create in OWA also sync to the new Outlook for Windows app automatically (you may need to restart it once to see the update) — but they do not yet sync to Outlook mobile apps or to classic desktop Outlook, so you'll still need to set those up separately using the "Outlook Desktop" tab above.
Don't see "+ New signature" / only one signature box available? This usually means either (a) your account hasn't received this update yet, or (b) your organization's IT admin has disabled "roaming signatures" for your tenant, which reverts OWA to the older single-signature behavior. If that's the case, contact IT — this is a tenant-wide Exchange Online setting, not something you can change yourself from your mailbox.

Full and Reply signatures

  1. Fill in your info on the left, then click Copy HTML under either signature.
  2. Open Outlook for Mac, click Outlook (menu bar) > Settings... > Signatures.
  3. Click the + button to add a new signature, and give it a name.
  4. Click into the editor box on the right and paste with Cmd+V.
  5. Go to the "Default Signatures" section, and choose your Full signature for New messages and your Reply signature for Replies/Forwards (per email account, if you have more than one).
  6. Close the settings window — changes save automatically.
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