Email signatures

Introduction

The vast majority of our communication with the outside world is via email. Corporate email reflects our brand just as much as letterheads or business cards.

A consistent and strong email signature for staff ensures whoever we email to know they’re speaking with someone from the University of Dundee. It also allows any user, internal or external, to easily know who they are talking with, and easily check contact information.

How to use

Use the forms below to create an email signature for yourself, another member of staff, or multiple members of staff at once.

Your signature will be generated in HTML format which you can download as a ZIP archive. You can add your signature to Outlook for Windows, Outlook for Mac, and the Outlook web app by following the instructions at the bottom of this page.

Individual staff

Multiple staff

Adding your signature to Outlook

• Outlook on the web

  1. Log in to webmail.
  2. Click the cog icon in the top right, then click 'View all mail settings', then 'Compose and reply'.
  3. Click into the signature box and delete your current signature (press CTRL + A, followed by delete).
  4. Press CTRL + A, followed by delete another two times (this cleans any invisible elements from the box).
  5. Open the .htm file containing your signature (included in the ZIP file you created above) in your web browser.
  6. Copy and paste the contents from the browser into the outlook web app signature box (click in the browser window, press CTRL + A to select the signature, CTRL + C to copy it, and then in Outlook press CTRL + V to paste the signature).
  7. Click save (your signature may not look correct when you first paste it into the box, click save and it should work as expected when you create a new email).

• Outlook for Windows

  1. Open the .zip file containing your signature.
  2. Open Outlook.
  3. Click File, Options, Mail
  4. Hold CTRL and click on the Signature button.
  5. The window that opens contains all the current signature files, delete all of the files from this folder.
  6. With the window still open drag the .htm file from the zip file into this folder.
  7. Close the window and return to the Outlook Mail settings, click on the Signature button and your new signature should appear (your signature may not look correct in this window but will appear correctly on emails).
  8. With your new signature selected press save (this will generate plain text version for plain text emails)
  9. Set your signature preferences for New emails / Replies and click OK.

  
  
  

  If the above instructions do not work, try the following:

  1. Download your new signature
  2. Open the .htm file in your web browser (preferrably Chrome)
  3. Copy and paste the contents from the browser into the Outlook signature box (click in the browser window, press CTRL + A to select the signature, CTRL + C to copy it, and then in Outlook press CTRL + V to paste the signature).
  4. Click save, then click Okay
  5. Start a new email to check your signature has worked correctly

• Outlook for Mac

  1. Open Outlook.
  2. Open Preferences, Signatures.
  3. Click the + icon to make a new signature, delete the default template that is provided.
  4. Open the .htm file containing your signature (included in the ZIP file you created above) in your web browser.
  5. Copy and paste the contents from the browser into the outlook signature box (click in the browser window, press CMD + A to select the signature and then in Outlook press CMD + V to paste the signature, you may need to select "keep source formatting" from the contextual paste menu).
  6. Click save (your signature may not look correct when you first paste it into the box, click save and it should work as expected when you create a new email).