Outlook Signature Branding

Issue/Question

How do I add branded signatures to my email?

Environment

• Computer, mobile device

Cause

You do not have a previous Outlook signature or you are needing to change your signature.

Resolution

Document to Signature templates --> Signature Templates

Windows Outlook

1. Open the Outlook application on your device
   
    
2. Select File on your top toolbar
   
    
3. Select Options in the bottom left of your screen
   
    
4. Select Mail in the top left of the pop-up.
   
    
5. Next to 'Create or modify signatures for messages', select Signatures
   
    
6. Select the New button and name your signature.
   
    
7. Open the blue link titled 'Signature Templates' in this article located under 'Resolution'.
    
8. Copy the signature based on your location and job. Paste this into the large Edit Signature Box in the Outlook pop-up. **NOTE: You cannot swap out the BHSU logo for another photo. Formatting of the email address and web address should remain as it is (e.g. First Name, Last Name, and BHSU capitalized). The abbreviated signature must be used with the full logo since Black Hills State University is not written out in the text.**
   
9. Edit the information to your personal information, including name, email, job title, department, and phone number. **Note, if you do not know your Job Title you can find it by clicking on your profile picture or initials in Outlook, clicking View Account (continuing through the second chance alert, clicking on your profile picture/initials again in the browser, and selecting My Microsoft 365 profile. Your job title should be listed under your name. If that does not work you can find your job title through Snap/Banner by finding the box titled Employment Details and clicking on Job Details.**
    
10. Select Save underneath the text box you were just working in. Then click OK at the bottom of the pop-up. 
     
11. You should now have a working signature whenever you go to send emails!
     

Mac Outlook

1. Open the Outlook application on your device. 
2. Click on Outlook in the top left of your menu bar. In the drop down menu, select 'Settings'. 

3. Select 'Signatures'.
   
4. If you have multiple email accounts logged into the Outlook app, make sure your BHSU email is selected by 'Account'. After selecting your BHSU email, select '+'. 
   
5. Open the blue link titled 'Signature Templates' in this article located under 'Resolution'. 
6. Copy the signature based on your location and job. Paste this into the box in the Outlook pop-up, it will be titled 'Untitled'. You can give this signature a name by entering it at 'Signature Name'. **NOTE: You cannot swap out the BHSU logo for another photo. Formatting of the email address and web address should remain as it is (e.g. First Name, Last Name, and BHSU capitalized). The abbreviated signature must be used with the full logo since Black Hills State University is not written out in the text.**
   
7. Edit the information to your personal information, including name, email, job title, department, and phone number. Select 'Save' located in the top left corner. 
8. To make it default appear, select the signature you just created under 'Choose deafult signature'. 
   
9. You should now have a working signature whenever you go to send emails!

Outlook on the Web

1. Open Outlook through the Internet and log in
    
2. Click the settings icon in the top right.
   
3. Click on Mail on the left of the pop-up
   
4. Select 'Compose and Reply'
   
5. Click the '+ New signature' option.
   
6. Open the blue link titled 'Signature Templates' in this article located under 'Resolution'.
7. Copy the signature based on your location and job. Paste this into the large Edit Signature Box in the Outlook pop-up. **NOTE: You cannot swap out the BHSU logo for another photo. Formatting of the email address and web address should remain as it is (e.g. First Name, Last Name, and BHSU capitalized). The abbreviated signature must be used with the full logo since Black Hills State University is not written out in the text.**
8. The BHSU logo will likely not show. If this happens, you will need to insert one of these photos, depending on which template you choose. You will also need to size it properly to the rest of the signature.
          
9. Hit Save at the bottom of the pop-up once you have everything replaced with your information and the image sized properly.
10. To make it default appear, select the signature you just created under 'Select default signatures' and for new messages.
    
11. You should now have a working signature whenever you go to send emails!

Outlook on Mobile Android

1. Open Outlook mobile app and click on your profile in the upper left-hand corner.
   .
    
2. Click on the settings option in the bottom left hand side of your screen.
   
    
3. Click on Signatures.
   
    
4. If you have multiple email accounts logged into the Outlook app, toggle on the 'Per Account Signature' option on. Then select your BHSU email address.
   
    
5. Copy and paste the Mobile Signature from the Word document found above, before the directions, in this article. It is titled 'Signature Templates' Then fill in your information. Once you are done filling in your information, click the checkmark in the upper right corner. **NOTE: You cannot swap out the BHSU logo for another photo. Formatting of the email address and web address should remain as it is (e.g. First Name, Last Name, and BHSU capitalized). The abbreviated signature must be used with the full logo since Black Hills State University is not written out in the text.**
   
    
6. Your email signature will now show whenever you send an email using your BHSU email address.

Outlook on iOS

1. Open Outlook mobile app and click on your profile in the upper left-hand corner.