Directions for Windows

Directions for Outlook on the Web

Directions for Mac

📧 How to Add Your Email Signature in Outlook (Windows)

✅ Before You Start

Make sure you have:

• A Windows computer

• Microsoft Outlook installed

• The Word document named SBCSignatureUS (attached at bottom of this article)

• Your email account set up in Outlook

STEP 1: Open the Signature Template

1. Find the file SBCSignatureUS on your computer.

2. Double-click it to open it in Microsoft Word.

The document should show a formatted signature with:

• Your name

• Title

• Contact information

• Logo (if included)

STEP 2: Edit Your Information

1. Click in the document.

2. Replace the placeholder text with:

   • Your full name

   • Your title

   • Your correct phone number 

   • Your email address

⚠️ Be careful not to delete logos or formatting.

STEP 3: Copy the Signature

1. Click anywhere inside the signature.

2. Press Ctrl + A (this selects everything).

3. Press Ctrl + C (this copies it).

STEP 4: Open Outlook

1. Open Microsoft Outlook.

2. Click File in the top left corner.

3. Choose Settings from the menu.

 

 

STEP 5: Go to Signature Settings

1. Click Accounts

2. Click Signatures

This opens the Signatures window.

STEP 6: Create a New Signature

1. Click Add signature

2. Type a name for your signature (example: “Sunshine Signature”)

STEP 7: Paste Your Signature

1. Click inside the large white editing box.

2. Press Ctrl + V to paste your signature.

3. Make sure it looks correct.

If formatting looks strange:

• Try pasting again.

• Make sure you copied from Word correctly.

STEP 8: Set It as Default

On the right side:

• Under New messages, choose your new signature.

• Under Replies/forwards, choose your new signature.

This makes it appear automatically in every email.

STEP 9: Save

Click OK
Then click OK again to close Options.

You’re done! 🎉

✉️ Test Your Signature

1. Click New Email

2. Make sure your signature appears automatically.

3. If it does not appear:

   • Click Signature in the email toolbar

   • Select your signature name

🛠 Troubleshooting

Problem: Logo does not appear
→ Make sure you copied the signature directly from Word (not as plain text).

Problem: Formatting looks wrong
→ Delete the signature in Outlook and repeat the copy/paste process.

📧 How to Add Your Email Signature in Outlook on the Web

These instructions are for Outlook in a web browser (like Chrome, Edge, or Safari).

You will copy your signature from the SBCSignatureUS Word document and paste it into Outlook Web.

✅ Before You Start

Make sure you have:

• The Word file SBCSignatureUS (attached at bottom of this article)

• Your email login

• A web browser (Chrome, Edge, Safari, etc.)

• Access to Outlook on the web

STEP 1: Open and Edit the Signature Template

1. Find the file SBCSignatureUS

2. Open it in Microsoft Word

3. Replace the placeholder text with:

   • Your full name

   • Your title

   • Your contact information 

⚠️ Do not delete logos or formatting.

STEP 2: Copy the Signature

1. Click anywhere in the signature.

2. Press Ctrl + A (Select All)

3. Press Ctrl + C (Copy)

STEP 3: Open Outlook in Your Browser

1. Open your browser.

2. Go to outlook.com

3. Sign in.

You should now see your inbox.

STEP 4: Open Signature Settings

1. Click the ⚙️ Gear icon (top right corner).

2. Click Account

3. Click Signatures

STEP 5: Paste Your Signature

1. Click inside the Email signature box.

2. Press Ctrl + V to paste.

3. Make sure everything looks correct (spacing, logo, text).

If it looks wrong:

• Try copying again from Word.

• Make sure you did not paste as plain text.

STEP 6: Turn On Automatic Signature

Below the signature box, check:

☑ Automatically include my signature on new messages
☑ Automatically include my signature on messages I forward or reply to

This makes your signature appear in every email automatically.

STEP 7: Save

Click the Save button at the bottom.

You’re finished! 🎉

✉️ Test It

1. Click New mail

2. Your signature should appear automatically.

3. If it does not:

   • Click the three dots (…) in the email toolbar

   • Click Insert signature

   • Select your signature

🛠 Troubleshooting

Problem: Logo is missing
→ Make sure you copied directly from Word.

Problem: Signature does not appear automatically
→ Check that both automatic signature boxes are selected.

📧 How to Add Your Email Signature in Outlook for Mac

These instructions are for Outlook on a Mac computer.

You will copy your signature from the SBCSignatureUS Word document and paste it into Outlook.

✅ Before You Start

Make sure you have:

• The file SBCSignatureUS (attached at bottom of this article)

• Microsoft Outlook installed on your Mac

• Microsoft Word installed

• Your email account added to Outlook

STEP 1: Open and Edit the Signature Template

1. Find SBCSignatureUS in Finder.

2. Double-click to open it in Word.

3. Replace the placeholder text with:

   • Your full name

   • Your title

   • Your contact information (if required)

⚠️ Do NOT delete logos or special formatting.

STEP 2: Copy the Signature

1. Click anywhere inside the signature.

2. Press Command (⌘) + A to select everything.

3. Press Command (⌘) + C to copy.

STEP 3: Open Outlook for Mac

1. Open Outlook from your Applications folder or Dock.

2. Make sure you are in your inbox.

STEP 4: Open Signature Settings

1. Click Outlook in the top menu bar (next to the Apple logo).

2. Click Settings (or Preferences, depending on version).

3. Click Signatures under Email.

STEP 5: Create a New Signature

1. Click the + (plus) button.

2. Type a name for your signature (example: School Signature).

3. Make sure your correct email account is selected.

STEP 6: Paste Your Signature

1. Click inside the large editing box.

2. Press Command (⌘) + V to paste.

3. Check that:

   • Your name is correct

   • The logo appears

   • Spacing looks correct

If formatting looks strange:

• Delete it

• Copy again from Word

• Paste again

STEP 7: Set as Default Signature

In the Signatures window:

• Under Choose default signature

  • Set your new signature for:

    • New messages

    • Replies/Forwards

This makes it appear automatically in every email.

STEP 8: Close and Save

Close the Signatures window.

Outlook saves automatically.

You’re done! 🎉

✉️ Test Your Signature

1. Click New Email

2. Your signature should appear automatically.

3. If it does not:

   • Click Signature in the message toolbar

   • Choose your signature name

🛠 Troubleshooting

Logo missing?
→ Make sure you copied directly from Word (not as plain text).

Signature not appearing automatically?
→ Check that your new signature is selected as the default for your email account.