The process is fairly straightforward but there are multiple versions of Outlook and where you find the section to add/edit a signature is different with each one. This is noted below.
Step 1: Copy (Ctrl+C) the signature block from the bottom of an email sent to you from one of the members of the faculty or staff.
Step 2: Navigate to the signature area of Outlook (which will differ based on version) and Add New Signature (or select one you currently have) and type a name for it.
- Windows Desktop App (older versions) - File > Options > Mail > Signatures
- Windows Desktop App (newest version) - File > Settings > Accounts > Signatures
- Outlook Web App - Settings > Accounts > Signatures
- Outlook Mobile App - Settings > Signature
Step 3: Paste (Ctrl+V) the signature block from your clipboard. By copy/pasting, rather than re-typing, you should retain embedded hyperlinks like the social media icons. Then, change your name, title/position/department, phone number, etc. to reflect your contact information.
- You are welcome to add a fax number or other critical information but please do not change the formatting.
- You should NEVER add your personal mobile phone number.
Step 4: Under Choose default signature, set the following options for your signature:
- In the E-mail account drop-down box, choose an email account to associate with the signature. (This is applicable only if you have multiple email addresses that you manage through Outlook).
- To add your signature to all new messages by default, in the New messages drop-down box, select your signature. We recommend you do this. However, if you don't want to automatically add a signature to new messages, choose (none). This will not add a signature to any messages you reply to or forward.
Step 5: Choose OK (Save) to save your new signature. The signature should apply to any new messages you create. If you created a signature for replies, it should appear in messages where you reply. Best practice is to be less formal with reply to signatures and do not include your full signature block. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.
Important Note: The Outlook Web and newest version of the Windows Desktop App can synchronize such that you edit one and the other will update automatically. The older versions of the Desktop App and the Mobile App you will have to edit separately as they will not synchronize.
Please submit a request above if you have any questions or problems setting up your email signature.