Signature Template Management

Available from Version: - 

Operating System: Windows 

empower® Add-in: Mails
Label_For_Administrators.svg

As an administrator, you can create and manage your company's signature templates.

The creation of signature templates takes place in Word.

Here, you can create a template that complies with your corporate design.

In addition, you can add campaign fields to a template.

Note

For further information regarding the campaign management, see Create and Manage Campaigns.

Manage Signature Templates

You can access the signature template management via the button Manage Signature Templates in Outlook (Figure 1, “Button Manage signature templates”).

Click on this button to open the empower® Library.

Figure 1. Button Manage signature templates

Button Manage signature templates

In Outlook, the empower® Library only contains signature templates.

You can organize them according to your needs, e.g. place the templates in different folders and rename the template as required.

If you are currently editing a campaign, you can also access the campaign images in the subsection Pictures below the section Corporate Design Templates.

In the navigation bar, you can use the different options to manage your templates.

Here, you can copy, cut and paste a template, delete templates or change the library view and sorting method.

Edit Signature Templates

You can either create a new template in Word or open an existing template via the signature template management in Outlook.

If you want to edit an existing signature template, select it in the library and then click on the button Edit in Word in the navigation bar (Figure 2, “Button Edit in Word”).

Word opens automatically.

Figure 2. Button Edit in Word

Button Edit in Word

In the Word document, you can then make the required changes.

To arrange your signature elements correctly, use a table. For this table, remember the following:

  • The table alignment must be set to Left.

  • The text wrapping must be set to None.

In order to create the template more easily, enable formatting characters and gridlines.

Make sure the fonts, font sizes and colors match your corporate design.

To insert placeholders for profile and company data into your template, use the Template Assistant.

Important

Do not use theme fonts or accent colors! In Outlook, these and colors might be displayed differently.

Note

In Word, you also have access to some empower® Features via the empower® Ribbon (Figure 3, “empower® Ribbon in Word”).

Figure 3. empower® Ribbon in Word

empower® Ribbon in Word

For further information regarding these features, refer to our empower® Docs manual.

Note

For further information regarding the Template Assistant, see Template Assistant.

If you have opened an existing signature template, the group empower Mails appears in the empower® Ribbon.

Here, you can find the buttons to add campaign fields and to save the template directly to the library.

To insert a campaign field into an existing signature template, make sure your cursor is at the right position.

Then, click on the button Add Campaign Field in the empower® Ribbon (Figure 4, “Button Add Campaign Field”).

Figure 4. Button Add Campaign Field

Button Add Campaign Field

A drop-down menu opens (Figure 5, “Campaign Field Drop-Down Menu”).

In this drop-down menu, choose the campaign field you want to use.

Figure 5. Campaign Field Drop-Down Menu

Campaign Field Drop-Down Menu

The campaign field is inserted into the signature template at your current cursor position.

Note

If you want to insert a campaign field to a new template, first save the template to the empower® Library and then open it from the library.

For further information regarding the saving process, see Save a Signature Template.

Note

For further information regarding the management of campaign fields and campaign groups, refer to our empower® Admin Center manual.

For further information regarding the setup of a campaign, see Create and Manage Campaigns.

Save a Signature Template

To save a new signature template to the empower® Library, edit the template in Word and then save the file to your device.

Then, open Outlook and click on the button Manage Signature Templates.

In the empower® Library, select the folder you want to save the template in.

Then, click on the button Create template in the navigation bar (Figure 6, “Button Create template”).

Figure 6. Button Create template

Button Create template

Your file explorer opens.

Navigate to the respective Word file and select it.

The Word file opens in a new Word window.

Here, check the signature template again. If required, add a campaign field.

Then, click on the button Save template to save the template to the empower® Library (Figure 7, “Button Save template”).

Figure 7. Button Save template

Button Save template

The empower® Library opens.

The template is automatically uploaded to the first folder in the library. It is named after the original file name.

To move the file to another folder, cut out the file and paste it into the other folder.

Rename the file if required.

The Word file is then uploaded as a signature template to the empower® Library.

If you have opened an existing template in Word, you can overwrite it in the empower® Library.

To overwrite an existing signature template, click on the button Save Template in the empower® Ribbon in Word.

The empower® Library opens.

The existing template is automatically overwritten.

To delete a template, select it and then click on the button Delete in the navigation bar (Figure 8, “Button Delete”).

A dialog box opens.

Figure 8. Button Delete

Button Delete

To confirm the deletion process, click on the button Yes (Figure 9, “Dialog Box for Deletion”).

Figure 9. Dialog Box for Deletion

Dialog Box for Deletion

Important

If you delete a signature template from the library, users who were using this signature template will be notified.

They then need to select a new signature template for their signatures.

Note

The file name you enter for the template in the empower® Library is also the display name that is displayed for the users.

Note

If you edit an existing signature template, you cannot save this template to another location on your device or in the library.

To create a new template based on an existing one, copy the content and create a new Word file.

Note

Users do not have access to the empower® Library in Outlook directly. They can only choose from the templates that have been saved by you as an administrator.

Assign Signature Templates to Companies

Folders in the empower® Library can be assigned to different companies.

The assignment is mandatory. If a template is not assigned to a company, the template is not displayed in the users' signature management.

If you assign a folder to a company, the signature template is only offered to employees that choose the respective company in their signature management.

To do so, click on the button Assign to companies (Figure 10, “Button Assign to companies”).

A dialog box opens.

Figure 10. Button Assign to companies

Button Assign to companies

In this dialog box, choose the companies you want to assign the folder to.

To select all companies at once, click on the button Check all (Figure 11, “Dialog Box for Template Assignment” (1)).

If you want to deselect all companies, click on the button Uncheck all (Figure 11, “Dialog Box for Template Assignment” (2)).

Alternative, tick the checkboxes for the individual entries.

Then, click on the button OK (Figure 11, “Dialog Box for Template Assignment” (3)).

Figure 11. Dialog Box for Template Assignment

Dialog Box for Template Assignment

Note

You can only assign entire folders to companies. Assigning single templates to a company is not possible.

Note

For further information regarding the company management, see Company Management.

For further information regarding the signature management, see Manage Signatures.

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