Setting up your staff signature on your University email

When you send an email, it is good practice for the recipient to know who sent the email along with additional information about yourself. We have provided instructions on this page which show how to set up your Email signature and automatically apply it to all University email communications, both internally and externally.

Below is the standardised email signature for staff. Using the guides below, simply open the Word document and follow the steps closely to copy the signature for your main campus base. Once done you will then need to customise it with your own information:

We have provided instructions on how to set up your signature for the different ways that you can access your emails. If the following instructions aren’t applicable to your email software, please get in touch with our IT Skills adviser: ITSkills@chi.ac.uk  


Outlook 2016 / 2019 (desktop application)

  1. Start composing a new email. Under the Message menu, select Signature and then the Signatures sub menu.  Illustrative image
  2. From the menu, click New to create a new signature, and give it a name. For example, ‘UoC’.
  3. In the Edit Signature Field please copy and paste the text from the Word document aboveIf it doesn't copy over correctly, try pasting over the text and image separately. 
  4. Please ensure that you complete the information that is specific to you, including Name, Job Title, email and telephone number. Also complete the address for whichever campus you’re based. 
  5. Ensure that all internal and external emails now use this new signature by making it the Default Signature Illustrative image
  6. Click Ok. Any new emails and replies will now use this signature.
  7. Feel free to send yourself a test email to make sure the signature looks ok.

Outlook Web (through a web browser)

There are currently two versions of outlook web. When you access your inbox, check the option in the top-right corner:

  • If the button is grey and says "Try the new Outlook" then you are using the default Outlook web version 
  • If the button is blue and says "The new Outlook" then you are using the new Outlook web version

 

 

Please make sure you're following the correct guide for your version; default Outlook, new Outlook.

Default Outlook web

  1. From your inbox, click on the cog in the top right-hand corner, followed by the Mail link at the bottom of the settings menu.  Illustrative image

  2. From the options menu, select Email Signature under the Layout sub menu.  Illustrative image

  3. Check the tick boxes “Automatically include my signature on new messages I compose” and “Automatically include my signature on messages I forward or reply to”. Copy the signature template in the Word document above, and paste it into the space where you can edit your signature. Note: You must copy the text and image separately for them to both appear correctly.  Illustrative image

  4. Now please amend the details (Name, role, email address, phone number) to reflect your personal details. When updating the email, make sure that the hyperlink is also updated. Highlight it and select the hyperlink icon to check  Illustrative image   Illustrative image  

  5. Click Save and you can return to your Email Inbox.

  6. Feel free to send yourself a test email to make sure the signature looks ok.

 

Video guide to setting your signature in the default Outlook web email

New Outlook web

  1. From your inbox, click on the cog in the top right-hand corner, followed by View all Outlook settings.  Illustrative image
  2. From the Email settings, select Compose and reply under the Layout section.  Illustrative image
  3. Check the tick boxes “Automatically include my signature on new messages I compose” and “Automatically include my signature on messages I forward or reply to”. Copy the signature template in the Word document above, and paste it into the space where you can edit your signature. Note:You must copy the text and image separately for them to both appear correctly.  Illustrative image
  4. Now please amend the details (Name, role, email address, phone number) to reflect your personal details. When updating the email, make sure that the hyperlink is also updated. Highlight it and select the hyperlink icon to check.  Illustrative image Illustrative image
  5. Click Save and you can return to your Email Inbox.
  6. Feel free to send yourself a test email to make sure the signature looks ok.

 

Video guide to setting your signature in the new Outlook web email


Setting up your staff photo for email and Skype.

  1. Start by logging in to your University Office 365 email account by using a web browser.
  2. From any Office 365 feature, click on the round circle in the top right-hand corner. This is your avatar. This will show as your initials if you don’t have a photo currently set up. Then click on My Profile Illustrative image  
  3. From your profile page, click on the camera next to your avatar, and then choose Upload a new Photo. Choose a photo from your files on your computer.  Illustrative image  
  4. Once you have uploaded a photo, you can then scale and zoom into the photo so it fits within the circle. Once you are finished, select Set as profile photo.

 

 

 

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