Manage Signatures

Available from Version: -

Operating System: Windows

empower^® Add-in: Brand Control

empower^® helps you set up one or more signatures by enabling you to choose a signature template that complies with your corporate design and includes options for adding a profile, location and language.

To access the signature management, navigate to the group empower Mails in the Outlook ribbon and click on the upper part of the split button Manage signatures (Figure 1, “Button Manage signatures”).

A dialog box opens.

Figure 1. Button Manage signatures

In this dialog box, you can see all signatures that you have already created so far. In addition, you can see which values you have chosen to create the signature and when you have last edited them (Figure 2, “Metadata for Signatures”).

Here, you can edit your existing signatures or create new ones.

Figure 2. Metadata for Signatures

Important

The signature management only shows signatures that have been created with empower^®.

If enabled by your administrators, all Outlook signatures are archived as soon as you start Outlook and empower^® is active to ensure that only corporate design compliant signatures are used within the company.

If you need to restore an Outlook signature that has been archived automatically, you can find it under the following path:

%appdata%\Microsoft\Signatures\Archive

Note

For further information regarding the requirements for the creation of signatures, see empower^® Signatures in Outlook.

For further information regarding the setup of your signature for mobile devices, see Set up Signatures for Mobile Devices.

For further information regarding the creation of new e-mails and switching your signature, see Create a New E-Mail.

Edit a Signature

To edit a signature, select the signature and click on the button Edit (Figure 3, “Button Edit”). A dialog box opens.	Figure 3. Button Edit
In the dialog box, you can change the signature name. To do so, navigate to the title input field and enter the new name (Figure 4, “Title Input Field”).	Figure 4. Title Input Field
To change the values for the signature, follow the following steps:
On the right side of the dialog box, choose the profile you want to use for the signature (Figure 5, “Signature Values” (1)). Then, select the company and location you want to display in your signature (Figure 5, “Signature Values” (2)). Choose the signature template you want to use (Figure 5, “Signature Values” (3)). To choose the language for the signature, open the drop-down menu under Language and select your preferred language (Figure 5, “Signature Values” (4)).	Figure 5. Signature Values
Click on the button Save (Figure 6, “Button Save”). The window closes automatically and empower^® starts changing your signature.	Figure 6. Button Save
If you select a signature template that references more than one profile, a dialog box opens (Figure 7, “Dialog Box for Template with Multiple Profiles”). This indicates that the selected signature template requires an update. Signature templates support only a single profile, so templates that reference multiple profiles cannot be used. Contact your empower^® Administrators to have the signature template corrected.	Figure 7. Dialog Box for Template with Multiple Profiles

Note

Your personal data – e.g. your name, contact details and department – is taken from your profile information.

The location data, including company data – e.g. address, logo or registration – is taken from the location you select.

Note

Depending on the setup in your empower^® Environment, the range of available languages you can choose from under Language might vary.

Note

If you choose your preferred language and certain texts in your signature preview are still displayed in the default language, your empower^® Administrators have not added a translation for these texts.

Note

For further information regarding the profile setup, see Set up Profiles.

Default Language Behavior

The selected default language affects the following elements of templates:
Logo selection: The logo associated with the selected language is used. Profile information: The language-specific values stored in the selected user profile are inserted. Location and company information: The language-specific values stored for the selected location and the associated company information are inserted based on the selected default language.
If the user selects the option Default, there are three possible scenarios, depending on the user's settings and the configuration in empower^®:
The Office language is supported by empower^®: If a user's Microsoft Office language is also configured in empower^®, that language is automatically selected as the default language. Example: The user has Microsoft Office set to English, and English is also configured in empower^®. English is automatically selected as the default language. The Office language is not supported by empower^®: If a user's Microsoft Office language is not configured in empower^®, it cannot be selected as the default language. In this case, empower^® automatically uses the values and logos defined in the Default column during the initial configuration of empower^®. Example: The user has Microsoft Office set to Spanish, but empower^® is only configured for German and English. In this case, the values and logos stored in the Default column are used. An administrator defines a fixed default language for empower^®: Regardless of the user's Microsoft Office language, an administrator can specify a fixed default language through a global setting in empower^®. This setting overrides the automatic language selection and applies to all users. Example: An administrator sets English as the global default language. Even if a user has Microsoft Office set to German, English will be selected as the default language.

Important

To influence which language is used for the option Default in the language selection, empower^® Administrators can set the default language in the empower^® Admin Center.

To do so, navigate to the setting Default Language Code in the section Configuration within the empower^® Admin Center.

For further information regarding the empower^® Admin Center, refer to our empower^® Admin Center manual.

Set as Default Signature

To set one of your signatures as your default signature, select it from the dialog box and click on the button Set as Default (Figure 1, “Button Set as Default”).

Figure 1. Button Set as Default

The signature will be marked as default and is the first one to appear in the dialog box (Figure 2, “Default Marker”).

Figure 2. Default Marker

To remove the default marker from a signature, select it from the dialog box and click on the button Remove Default (Figure 3, “Button Remove Default”).

If no signature is marked as default, the first signature that has been created when first starting Outlook will be used as the default.

Figure 3. Button Remove Default

Important

If you set a default in empower^®, this default also overwrites your default settings in Outlook.

The new default is automatically set for new e-mails and replies in Outlook.

Add a Signature

To add a signature, click on the button New (Figure 4, “Button New”). A dialog box opens.	Figure 4. Button New
The dialog box is the same as the dialog box for editing a signature. Before you edit the signature, all fields will be filled in with default values. To change these values, follow the following steps:
Enter a unique name into the title input field (Figure 4, “Title Input Field”).
On the right side of the dialog box, choose the profile you want to use for the signature (Figure 5, “Signature Values” (1)). Then, select the company and location you want to display in your signature (Figure 5, “Signature Values” (2)). Choose the signature template you want to use (Figure 5, “Signature Values” (3)). To choose the language for the signature, open the drop-down menu under Language and select your preferred language (Figure 5, “Signature Values” (4)).
Click on the button Save (Figure 6, “Button Save”). The window closes automatically and empower^® starts creating your new signature.
If you select a signature template that references more than one profile, a dialog box opens (Figure 7, “Dialog Box for Template with Multiple Profiles”). This indicates that the selected signature template requires an update. Signature templates support only a single profile, so templates that reference multiple profiles cannot be used. Contact your empower^® Administrators to have the signature template corrected.

Note

Your personal data – e.g. your name, contact details and department – is taken from your profile information.

The location data, including company data – e.g. address, logo or registration – is taken from the location you select.

Note

Depending on the setup in your empower^® Environment, the range of available languages you can choose from under Language might vary.

Note

For further information regarding the management of your defaults, see Add a Profile.

For further information regarding the profile setup, see Set up Profiles.

Delete a Signature

To delete a signature, select the signature from the dialog box and click on the button Delete (Figure 5, “Button Delete”).

A dialog box opens.

Figure 5. Button Delete

To confirm the deletion process, click on the button Yes (Figure 6, “Deletion Dialog Box”).

The signature will be deleted.

Figure 6. Deletion Dialog Box

Manage Signatures

Important

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Edit a Signature

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Default Language Behavior

Important

Set as Default Signature

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Add a Signature

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Delete a Signature

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