Setting Up Email Signatures with the University Signature Generator
You can generate a University email signature from your Profile Editor on the Staff Directory by visiting staff.lincoln.ac.uk/profileeditor and clicking on the “Email Signature” tab on the left-hand side. You will need to sign in if you are not signed in automatically.
Fill in the required fields with the details you wish to include on your email signature, and remove any fields you wish to remove. The preview of your signature at the bottom of the screen will update as you change any settings, so you can see how it will look.
Once you are happy with how your signature looks, click on the “Copy Signature” button at the bottom, and it will be copied to your clipboard. Next, follow the steps below relevant to your email client to add it to your email messages.
Adding your signature to Outlook 365
- Sign into Office 365 at 365.lincoln.ac.uk, then select Outlook.
- Select the Settings cog (top right).
- Select the “View all Outlook settings” link at the bottom of the panel.
- Under “Layout“, select “Compose and reply“.
- Select “Automatically include my signature on new messages I compose” (however it’s best not to have it on replies/forwards).
- Paste the signature that you have created using the Email Signature Generator into the Signature box, (right click and ‘paste’ or hold Cmd/Ctrl then press V on your keyboard).
- Click “Save“.
Adding your signature to Outlook 2013
- Open Outlook 2013.
- Select the File menu (top left).
- Select “Options” from the left-hand side menu, the Options window will appear.
- Choose “Mail” from the left-hand side menu.
- Important: Ensure that “Compose in this message format” is set to ‘HTML’ for the full graphical version of your signature to display correctly to all of your message recipients.
- Select the Signatures button located on the right-hand side pane, the Signatures & Stationery window will appear.
- Create a new signature by pressing the “New” button.
- Enter a name to describe your new e-mail signature, e.g. “Corporate Signature”.
- Paste the signature that you have created using the Email Signature Generator into the Signature text box, (right click and ‘paste’ or hold Cmd/Ctrl then pressVon your keyboard).
- Make the new signature your default for all new messages (however it’s best not to have it on replies/forwards). Use the drop-down menu (top-right of your current window) to set the “New messages” default to your newly-named signature.
- Click “Save” and then “OK“.
Adding your signature to the Outlook Web App (Webmail)
- Visit https://email.lincoln.ac.uk and log in using your normal University network username and password.
- Click “Options” at the top-right of the window (just below your name).
- Select “See All Options” from the drop-down list.
- On the Options page, choose “Settings” from the left-hand menu.
- With the Mail icon selected (top) you will see the E-Mail Signature editor displayed.
- Paste the signature that you have created using the Email Signature Generator into the Signature text box, (right click and ‘paste’ or holdCmd/Ctrl then pressVon your keyboard).
- Ensure that the “Automatically include my signature on messages I send” checkbox is selected.
- Click “Save” (bottom-right).
- Click on “My Mail” (top-right) to return to your Inbox.
Mac OS applications
The corporate e-mail signature is not supported in Mac environments other than Webmail. We cannot guarantee the appearance of your signature when using Mac applications and unfortunately, we are unable to provide step-by-step support for Mac users.Mac set-up varies depending upon your version of OS and the programme you ultimately use to access your email (Mac Mail / Entourage / Outlook for Mac).
For further support with this, please contact the ICT Service Desk.