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Managing Your Email Signature in Outlook

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Overview

Description: This guide explains how to create, edit, and manage your email signature in Microsoft Outlook. Email signatures add a professional touch to your messages and can include essential information such as your name, title, contact details, and links. 

Estimated Time of Completion (ETOC): 10 minutes. 

Instructions

  1. Accessing the Signature Settings in Outlook 
    • Web App: 
      • Log in to your Outlook account at https://outlook.office.com. 
      • Click the gear icon in the upper-right corner and select View All Outlook Settings. 
      • Navigate to Mail > Compose and reply. 
    • Desktop App: 
      • Open Outlook on your computer. 
      • Go to the File tab and select Options. 
      • In the pop-up window, choose Mail from the left pane and click Signatures…. 
  2. Creating or Editing an Email Signature 
    • In the signature editor: 
      • Type your signature in the text box. Include information like: 
        • Name 
        • Title 
        • Department 
        • Phone number 
        • Email address 
        • Links (e.g., website, LinkedIn). 
      • Use the formatting toolbar to customize font style, size, and color. You can also add images (e.g., logos). 
  3. Assigning a Default Signature 
    • Set your signature to appear automatically on new messages, replies, or forwards: 
      • Web App: Use the drop-down options under Email signature settings to assign the default signature. 
      • Desktop App: Use the drop-down menus under Choose default signature to select a signature for new messages and replies/forwards. 
  4. Testing Your Email Signature 
    • Compose a new email and verify that the signature appears correctly. Adjust formatting if needed. 
  5. Saving and Applying Changes 
    • In the Web App, click Save at the bottom of the settings panel. 
    • In the Desktop App, click OK in the Signatures window and again in the Options window. 

Troubleshooting

  • Signature Not Appearing: 
    • Ensure a default signature is assigned for new emails and/or replies/forwards. 
    • Clear your browser cache (for the web app) or restart the Outlook app (desktop). 
  • Formatting Issues: 
    • Use the formatting toolbar to make adjustments directly in the editor. 
    • Avoid copying and pasting from Word or other programs to prevent formatting conflicts. 
  • Images Not Displaying Properly: 
    • Use a web-safe image format (e.g., PNG or JPEG). 
    • Ensure the image file is uploaded directly into the signature editor rather than linked from an external source. 

Still Need Help?

If questions persist, please contact IThelp@captechu.edu or submit a ticket at https://help.captechu.edu 

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