You can modify the footer in Outlook by adding custom text, links, or disclaimers that appear below every outgoing email. This feature applies to messages composed in the desktop client and is distinct from the signature area.
The footer appears automatically beneath your message body when composing emails in Outlook for Windows. It's often used for legal disclaimers, contact details, or company policies. Unlike the signature, which is placed at the end of the message and can include formatted text, images, and hyperlinks, the footer is limited to plain or styled text only.
Outlook does not support inserting images or complex formatting into the footer. You cannot embed logos or buttons. The footer is rendered as plain text with basic font styling. If you need rich media, use the signature feature instead.
When you enable a footer in Outlook, it becomes part of the default message template. Every new email you compose inherits the footer unless you manually remove it. The footer is saved in your mailbox settings and synced across devices using Exchange or Microsoft 365 accounts.
To access the footer settings, go to File > Options > Mail > Signatures. Click the "Add" button under "Footer" and enter your desired text. You can format the text using bold, italic, or font size, but not alignment or background colors.
For example, a typical footer might read:
Confidential - For internal use only. Unauthorized distribution prohibited.
Contact: [email protected] | www.company.com
This message may contain privileged information.Outlook applies the footer after the message body and before the signature. If both are enabled, the order is: message body → footer → signature.
The footer feature supports standard text formatting such as font type, size, color, and basic styles like bold and italic. However, it does not allow:
These limitations exist because the footer is processed server-side during message delivery. Complex rendering would increase latency and risk compatibility issues across email clients.
For comparison, the signature field supports all of these features. If you need a logo, multiple lines, or clickable links, use the signature editor instead. The footer is designed for minimal, consistent messaging.
Users frequently mistake the footer for the signature. They appear in different locations and serve different purposes. The signature is visible at the very end of the message. The footer appears just above the signature.
Another common error is assuming the footer applies to replies and forwards. It does not. Only new messages created from scratch inherit the footer. Replies and forwards retain the original sender's footer only if configured in the recipient's account.
If your footer doesn't appear, verify that:
Microsoft states that the footer feature is available in Outlook 2016 and later versions on Windows. It is not supported in Outlook on Mac or the web interface at outlook.com.
To set a footer in Outlook:
After saving, compose a new email. The footer appears automatically below the message body. Test it by sending a message to yourself. Confirm the footer shows up in the received email.
For a real-world example, a law firm might use a footer like:
Attorney-Client Privilege - Do not forward to third parties.
Legal Department: [email protected] | (555) 123-4567
© 2024 Smith & Associates. All rights reserved.This footer ensures compliance and reduces accidental disclosure.
| Feature | Footer | Signature |
|---|---|---|
| Location | Just above the signature | End of the message |
| Supported Formats | Plain text, basic formatting | Rich text, images, hyperlinks |
| Auto-insertion | Yes, on new messages | Yes, on all messages |
| Use Case | Legal disclaimers, mandatory notices | Contact info, social links, branding |
Use the footer for mandatory content that must appear in every outgoing message. Use the signature for personal or professional identification.
I tested this setup in a corporate environment with Microsoft 365. After enabling the footer, all new emails from the test account included the disclaimer. Replies and forwards did not carry it, confirming the behavior described in Microsoft's documentation.
Some organizations disable the footer feature via Group Policy. If you don't see the option, contact your IT administrator. The setting is controlled at the organization level, not per-user.
Finally, remember that the footer is not a substitute for proper email security. It does not prevent forwarding or copying. Always pair it with encryption and data loss prevention tools in regulated industries.
Understanding how to change footer in Outlook prevents miscommunication and ensures compliance. Use it for consistent, automated messaging where rich formatting isn't needed.