Instructions for creating an Official ASU Outlook Signature

Note: Changes in the fonts, colors, imagery and URL is prohibited!!! Textual changes to appropriate areas only!

Download the HTML file containing the HTML Outlook Signature template (emailsignature.html; right click on that link and SAVE TARGET AS...) to your desktop! You do not need to open this file, but Outlook will ask for this file and you will need to refer Outlook to it.

1. From the main Microsoft Outlook window, on the Tools menu, click Options , and then click the Mail Format tab.
2. Under the Stationary and Fonts, change the default stationary to <None>.
3. Under Signature , click Signatures , and then click New



4. In the Enter a name for your new signature box, enter a name.



5. Under Create New signature , select the Use this file as a template option.
6. Click Browse.
7. A dialog box will open asking you for the File to use as a template. Locate the HTML file from the email. (The filename will be emailsignature.html) If you followed the steps above, this should be on your Desktop.
8. Once you locate the file, click on the file and click the Select button to open this file.
9. You will be returned to the Create New Signature box. The Use this file as a template radio button should now be checked and the textfield should be populated with the path to your HTML file.
10. Click Next.
11. You will now see the signature template in the Edit Signature dialog box.



12. Scroll down until you see the text Your Name. You can double-click on Your Name to highlight both words.
    
13. Type your name on the highlighted text Your Name.
14. Repeat steps 11 & 12 to edit Your Title, address, Phone numbers, & your email. If you do not have a Toll free number, just delete that line and leave it blank.
15. When editing your email, make sure to completely highlight the email address and TYPE in your new address completely. Outlook will attempt to automatically update your email address in the source code controlling your emails. This step is important to make sure Outlook gets the address correct, so when someone clicks on your signature's email address, the return address will be entered correctly. There is a step listed later to check to make sure the correct email is in the source code.



16. When you have finished making all of the changes, click Finish.
17. You will now see your new signature highlighted in the Create Signature dialog box. Click OK.
    
18. At the Options dialog box, click on the dropdown box for Signature for new messages:. Select the signature you just created for new messages. If you want to use the same, none or a different signature for reply and forwarded emails, select those from the next dropdown.



19. Click OK when you have made all of your selections.
20. Click Ctrl-N to create a new email message with your new signature. You may notice issues with spacing or with lines missing. This is due to having Word vs. Outlook as your default email editor.
21. Please send a message to yourself or someone you know (preferably in the office) so you can check how the email looks when someone receives it BEFORE sending this out to your customers.