Information Systems:Outlook email signatures

How-to

In Outlook, the signature editor tool can be used to create signatures in Rich Text Format. Although this is a sufficient and feasible method to create signatures, uniPHARM already uses HTML signatures. HTML signature files can be placed in the following path, after which they appear (and are editable to some degree) in the signatures tool in Outlook:

%APPDATA%/Microsoft/Signatures(Roaming AppData folder)

Important: The signature file must use the extension .htm, e.g. rename if .html

Notes

• Pasting HTML code directly into editor does not appear to work.
• Staff were previously advised to refrain from including signatures on internal mail and replies/forwards because signature files were previously JPEG. Modern email is formatted in HTML, and signatures are in HTML, so including signatures in any/all emails has a negligible effect on disk/storage usage.
• Signatures can be set for new messages and/or replies/forwards, staff should set this according to their preference.
• For shared mailboxes, a copy of the signature for the shared account needs to be placed in the signatures folder of every user using said mailbox, like so that they appear, like so:

• In order to change the file extension, make sure that in control panel|folder options|View| show known file extensions is set that way it makes more sense when you look at it to change the file type.
• If the folder for signatures doesn't exist in the above location create it.