O-5-407 Outlook Email Signature Management

🎯 PURPOSE

To establish a standardized process for creating and using company email signature templates in Microsoft Outlook.

🔄 PROCESS

How to create Microsoft Outlook Signatures:

1. Open Microsoft Outlook.
2. Navigate to Settings > Accounts > Signatures

3. Select + Add signature to create a new signature.

4. Enter a descriptive name for the signature template. In the text box provided, enter and format the text and other elements desired for the signature.

5. Save the signature within Outlook. Adjust any applicable settings, such as the default signature for new emails, replies, and forwards, as needed.
6. Additional signature settings can also be modified from the main Settings > Accounts > Signatures screen.

How to use Microsoft Outlook Email Signatures:

1. Open a new email or reply to an existing email.
2. Locate the Signature option in the toolbar above the email body.
3. Select Signature to view the available saved signatures.

4. Choose the signature you want to insert into the email body

📅 Effective: 10/30/2026  |  🛠️ Revised: N/A  |  ✅ Approved by: KD