Manage Signatures

Available from Version: -

Operating System: Windows

empower^® Add-in: Mails

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If you need to restore an Outlook signature that has been archived automatically, you can find it under the following path: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

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.

Set as Default

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 7, “Button Set as Default”).

Figure 7. Button Set as Default

The signature will be marked as default and is the first one to appear in the dialog box (Figure 8, “Default Marker”).

Figure 8. Default Marker

To remove the default marker from a signature, select it from the dialog box and click on the button Remove Default (Figure 9, “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 default.

Figure 9. 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 10, “Button New”). A dialog box opens.	Figure 10. 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.

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 11, “Button Delete”).

A dialog box opens.

Figure 11. Button Delete

To confirm the deletion process, click on the button Yes (Figure 12, “Deletion Dialog Box”).

The signature will be deleted.

Figure 12. Deletion Dialog Box

Manage Signatures

Important

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Edit a Signature

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Set as Default

Important

Add a Signature

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Delete a Signature

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