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KTH's E-mail Signature in Outlook - Windows OS

Quick reference guide about using e-mail signature templates in Outlook 2016 on Windows 10.

To improve a more uniform KTH when it comes to e-mail KTH has a incommon employee e-mail 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 file to the signatures folder C:\Users\%username%\AppData\Roaming\Microsoft\Signatures

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.

Click on the file and open folder Signatur.

Click ”Extract” to extract the files. Extract files to C:\Users\%username%\AppData\Roaming\Microsoft\Signatures.

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 e-mails along with replies and forwarded e-mails.

Click OK to save.

Using signatures in Outlook 2016

Sending e-mails using signatures: You can add new or change the default one if yoo chose one before. Add signature by cklicking on "Signature" within "Include" 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.


Contact KTH IT-Support ( ) or your local IT-Support regarding questions within the field of KTH signatures using Outlook.

For questions on the signature layout please send e-mail to .

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Belongs to: KTH Intranet
Last changed: Apr 13, 2022