KTH's e-mail signature templates in Outlook

Instructions about using e-mail signature templates in Outlook 2016 on Windows 10

To improve a more uniform KTH when it comes to email KTH has a incommon emplyee email signature. The signature exist on different levels of KTH like school, maintainance, library, joint center etc.

To make changes in existing signatures, scroll down to "Make changes in signatures".

Example of signature

Import new signatures in Outlook

Download the signatures by clicking on this link and choose to save the file. Signature (zip 62 kB)

Save the signature.zip file to the signatures folder C:\Users\%username%\AppData\Roaming\Microsoft\Signatures

OBS! The path needs to be written manually, this while the folder is hidden. Copy and paste the bold text above in the address field, and press Enter to jump to the folder.

After download click ”Open Containing Folder” (it would look like this if you are using Firefox web browser for downloading).

Click on the file signatur.zip and open folder Signatur.

Click ”Extract” to extract the files.

Following files should now be hosted in the Signatures folder. This window can be closed.

Make changes in signatures

The downloaded signatures do not have your name and other data so you have to change that.

Start Outlook and go to ”File” in the menu, then click ”Options

In the ”Outlook Options” menu choose ”Mail” followed by ”Signatures..”

In the Signatures and Stationary window four new signatures are hosted (two text and two graphical) to modify (You might find also signatures you created before).

Adjust the signatures (write proper address, phone etc.), save after each signature you changed (from template to next template)

There are links with your e-mail address in the signature (the blue text). These have to be replaced both as text and as links. Do like this:

  • First change the text so your e-mail address is right.
  • Mark the whole e-mail address.
  • Click on the small globe icon with a chain (link) to the right.
  •  "Text to display" should contain your e-mail address.
  • "E-mail address" should have following text: mailto: your e-mail address.
  • Click OK to save.

To get space after the KTH logotype and your name (in the graphical signatures), add a row break between those.

You can also choose what signature should be used as default writing new emails along with replies and forwarded e-mails.

Click OK to save.

Using signatures in Outlook 2016

Sending emails using signatures: You can add new or change the default one if yoo chose one before. Add signature by cklicking on Include –> Signature tab.

Observe the signature should be used as a whole, as seen above, removal of parts is as own variations is not an option. The official standard is the one to be used.

Support

KTH Windows users can get in touch with IT-Support ( it-support@kth.se ) to ask questions within the field of KTH signatures using Outlook. Rest of KTH staff should go to their local IT-Support.

For questions around the signature layout the source of information is Department of Information at grafiskprofil@kth.se

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Belongs to: KTH Intranet
Last changed: Jul 01, 2020