Firstly, if using Outlook desktop, you need to make sure you turn off your default signature if you have one set:
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Then make sure the below is “(none)” for both
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Secondly, you can keep any signatures you have set up in Outlook, however you must remove the bottom part containing the old signature and only leave anything that goes above the signature. We don’t want to prevent people using them for templates, but you need to make sure you don’t have the old signature as well otherwise your emails will have two signatures added.
Going forward, your signatures will be completely automated, and you will not see them in Outlook unless you add them using the Code Two Signatures add in. See below for details. This will have a few different options depending on your role. Note, you don’t need to add these unless you want to see how it looks or tweak it. Signatures will appear on all sent emails not sent via Salesforce.
Outlook desktop on new emails:
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Outlook web:
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If you have any questions about this, please contact the service desk.
Code Two is the software we are using going forward to automate all signatures and signature updates.
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If any of your details are wrong in the signature, please email servicedesk@virginwines.co.uk to request changes. |
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Do not use forwarding to send the same email to multiple people. Use the My Templates add-in instead, otherwise the signature will be added again after sending and the email will contain two signatures. Forwarding is not best practice for using the same template. |
Outlook Desktop Signatures
In Outlook desktop, when composing a new email your signature will be automatically added at the bottom of your email.
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Note that a small reply signature will also be added to all replies, but the full signature will only be added to the first reply. After this it will be a smaller signature. |
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Your signature will not appear on replies, but it is added. This is because it gets added after you send the email. The reason for this is to not clog up email chains with unneeded signatures. You can check it is added by looking at the email in sent items. |
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These differ slightly by department, so they may look different depending on your role. |
If you would like to insert a different signature before sending, click the Open add-in pane link at the top of the email and you will see this on the right of the message. Alternatively, you can click the Code Two Signatures button in the ribbon
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In the list there should be a couple of signatures for you to pick from
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For example, if you don’t want your mobile number adding to an email, pick the “No Mobile” signature |
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Depending on your role or department you may see additional signatures here to pick from |
If you click Use this signature it will be added to the body of your email.
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Outlook Web Signatures
In Outlook web the process is very similar to above. Signatures will be automatically added once sent, but if you want to manually add them you can do so
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Click the Open add-in pane link to see signatures you can manually add.
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Click use this signature and it will add to the email body.
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Outlook desktop: Using the Template add-in
If you then want to insert pre-written messages etc. you can do so using the View Templates add-in.
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Note that you can use the template add-in without first manually inserting a signature. |
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You can click the + Template button at the bottom to set up a new one. You can copy and paste an email body here along with images and use it for future emails. Clicking one of the templates will insert it into the email.
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Outlook web: Using the template add-in
Click this icon at the bottom of the message and then My Templates
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This works the same as in Outlook desktop as above.
See here for more details on how this works: How to Use Outlook’s “My Templates” Add-in For Quick Text Entry (howtogeek.com)