An Auto-Signature is the block of text that appears automatically at the bottom of emails that you send. This auto-signature should contain text informing people of your name, title, and phone number at the very minimum. Royal Roads actually has a standard auto-signature that should be used by all staff and faculty. This is so that there is brand consistency. If you would like to get a copy of this blank signature I would contact a co-worker or colleague and ask them to send you an email. You can then use this example to create your own signature. Computer Services can also send you an example.  Simply click on this link and simply hit Send. Once you have an auto-signature you like, we recommend you copy this text into WordPad or Word in preparation of the procedure below.

Computer Services also likes  the auto-signature because it gives us your extension and saves us the time of having to looking you up :)

What ever template you want to use, please have a copy prepared in a Word document BEFORE you begin this procedure.  Once you start the procedure you will be unable to switch back and forth to your emails.  Here is an example of a signature to start with.

In addition, you can create one or more personalized signatures in Outlook.  You can have one for business emails and one for informal emails.  You can also use additional signatures to quickly insert text that you frequently send, saving you valuable time instead of retyping the same information over and over.

How to set up a signature in Outlook

  1. Open a new email message
  2. Click on Signature → Signatures...
  3. To create a new signature, click the New button.  (or you can select a previous signature to modify it, remember to hit save when you are done)
  4. Type a name for this signature, it can be anything you want, we recommend "New", click OK
  5. With the "New Message" highlighted, select when you want to use this signature.  If you want it for only New Messages then select New beside the New Messages: option.  You can use this signature for both new and replies, or later create a special reply signature. 
  6. Now create a signature in the Edit Signature window. 
     


  7. Type or paste the information you want to appear in your signature.  Please note that you can adjust font, colours, size and other features.  We do not recommend you add pictures because this can increase the size of every email you send, and it can cause the message to be blocked by some servers.
  8. You are done, but if you want to also create another auto-signature (maybe a Reply one?), then repeat steps 3-7
  9. Click OK to close the Signatures window.