How to Issue Company Standard Signatures?

Company signatures needs to be standardized in order to set a uniform format for employee email signatures. Signatures are important part of email communication. It shows the employee information like full name, the position, and job title. It also shows the contact details such as mobile number, telephone number and the local extension, and the fax number if any.

To standardize part of our corporate communications, IT admins requests everybody in the company to adhere to an issued the templates. This should be used for all email communications with external contacts. Oftentimes the employee is given one template, but for multi-site and multi-account employees, the are given choice for selecting the appropriate template. Employees are given template and needs to replace/fill in appropriate information in the fields.

Common instructions and rules include:
- Do not alter the logos
- Do not alter the format, fonts, and colors
- Do not add emoticons, other images, or quotations

Once users identified the appropriate template for them, they need to change the contents to their name, position/company, mobile number, etc., and follow the steps below for Microsoft Outlook (2013):

1. Highlight all and copy the template that you will use and that you have changed with your information.
2. On your Outlook program, click on ‘File’, then ‘Options’, select ‘Mail’ on the left pane, and click on ‘Signatures’ button on the right.
3. Click on ‘New’ button and type a name for your template.
4. Click on the big box where you can type your content, and paste (Ctrl-V) your copied template.
5. Click OK to save your template.
6. To test, open a new email and see if your signature automatically appears. If not, click on ‘Insert’ on the menu, and clcik on ‘Signature’ button at the top.