1) Open Outlook

2) You will need to access your Signatures menu. The quickest way is to open a new email, go to Include > Signature > and select Signatures... in the drop-down.

*If the window is small (left), you'll need to click on Include to view the drop-down. If the window is large enough (right), the Signature button will be in the Include section.

Alternatively, this can be accessed by clicking on the File tab at the top of the Outlook window. Then click on Options in the menu on the bottom left corner.

Once in the options menu, click on the Mail tab. Then, under the Compose messages section, click on Signatures.

3) The Signatures and Stationery window will appear. At the bottom of the list, click on New to create a new signature.

4) Enter a name for the new signature. For this example, the name of the signature is Wesleyan.

5) The signature can then be edited using the Edit signature field at the bottom of the window. Copy/paste the signature template found on the communications site and enter in the information applicable to you (your name, title, department address, phone number(s), website, and any other important information. Insert any graphics as well (typically, the Wesleyan University logo).

In the above example, the user has inputted their name, title, department, address, and phone number.

 

NOTE: The communications department has specific guidelines on how to implement the signature. In general, no modifications should be made to the font settings. The name should be capitalized and bolded, while the title only needs to be capitalized.

 

6) If your department has them, you can use the edit hyperlink function to update the web addresses at the bottom of your signature. Select the hyperlink you want to edit, then select the HyperLink button (indicated as a button with a chain symbol). In this example, we will be editing the website hyperlink.

7) To edit the website link, copy and paste your department’s URL into the Address field at the bottom. Click OK when done. Note in this example, we copied the URL of the Wesleyan ITS website. For the Facebook page, copy and paste the URL of your department’s Facebook page. Don't change the entry in the Text to display field at the top.

8) Once the signature is complete, select the default signature under the Choose default signature section. The signature can be set for New messages and Replies/forwards. In the below example, the user has set the signature titled Wesleyan for new messages and replies/forwards.

9) Once everything is all set, click OK to save changes.

10) To verify the signature settings have changed, create a new email message and check the signature at the bottom of the message.

 

The signature will now appear on any message (new messages, replies/forwards) you compose in the Outlook application. If you also use Outlook Online, you will also need to update your signature on Outlook Online, as it does not automatically update. More information can be found in this knowledge article.

 

Signature Template

The signature template, along with any other materials (letterhead, PowerPoint Template, etc.) can be found here: https://www.wesleyan.edu/communications/styleguide/templates-files.html

 

NOTE: The Communications department has specific guidelines on how to use the signature. Notably, the name and the title must be capitalized, and the font must not be changed. For more information on policies on how the wordmark is used, these can be found here: https://www.wesleyan.edu/communications/styleguide/usage.html

 

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