ASB Signature. ASB Signature. How to set up an Signature IKT February 2008

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1 ASB Signature The following guide will explain how to set up an ASB signature for employees. The signature is intended for Outlook only, and therefore, it is not possible to use the signature on your webmail (webmail.asb.dk). There is a Danish and English version available both versions can be found on Inline (see pt. 8 below). Also, it is important you do exactly as described in pt. 16. If you have any inquiries please contact the IT-Department (IKT) at At first glance, this guide might seem vast due to its size, but it mainly consists of pictures, therefore do not feel threatened by the number of pages they are misleading! The completed signature will look like this: Procedure: Figure a: example 1. First you need to download the signature template from asb.dk. Navigate to and download the file asb_signatur.zip. 2. When the file asb_signatur.zip is downloaded onto your computers desktop, right-click on the file and select Extract All to extract the file onto your desktop or any other folder. (The downloaded files are zipped and need unzipping in order for you to be able to see them. The file is unzipped when a folder, with the same name as the downloaded file, emerges on your desktop). 3. Open MS Outlook and select Tools then Options. Now a dialog box will appear, in which you select the tab Mail Format (see figure b). Page 1 af 8

2 Figure b 4. In this tab select Signatures in the bottom of the dialog box, after which a new dialog box emerges (see figure c) Figure c 5. Select New, and another dialog box will emerge (see figure d) Page 2 af 8

3 Figure d 6. Name the signature (for example: asb) (see figure d) 7. Select Use this file as a template and select Browse (see figure d) 8. Navigate to the folder you unzipped onto your desktop. In this folder you will find a Danish and an English version of the signature, choose the version you wish to use. Inside the selected folder select the html document asb (not the rtf document by the same name!) then click Ok. 9. Select Next Page 3 af 8

4 10. The template is now visible and it is time to edit the template, so that it displays your personal information (see figure e). Select Advanced Edit and Ok when another dialogue box opens ( This will launch an editor that is not a part of Microsoft Office Outlook. Do you want to continue? ). Figure e 11. You should end up in a Word document (see figure f), where you can edit the contents of the template. Since the template is split into tables, it is important that you do not change the template itself, but only add and change the data that is present. Figure f Page 4 af 8

5 12. Firstly, you need to insert some pictures in the blank spaces in the left and right bottom corners. This is done by clicking once in the blank field, with the red X inside, this selects the field and a picture toolbar emerges (see figure g). (If the picture -toolbar does not show it can be activated by clicking View Toolbars Picture ). Figure g 13. Select the Insert Picture icon in the picture toolbar and navigate to the folder asb_signatur you downloaded earlier and onto asb-files. Select image001 and click Ok. Now the ASB logo will appear in the left bottom corner (see figure h). Figure h Page 5 af 8

6 14. Follow the same procedure for the image on the right, here you insert image002 (see figure I). Figure I 15. It is now time to change the text fields. Place the cursor in the different lines and change them, so they suit you. When changing the address, it is important, that you delete the one in the template and write your own instead, and then press the Space bar, this makes the address blue and underlined. You are welcome to add more data than the existing e.g. fax or another phone number. (However, it is important that you comply with the form of the template) 16. When you are done editing, save the Word-file and here it is very important that you save in the following manner: Select Files in the menu bar and Save as, this takes you to another dialogue box. In the bottom of this dialog box in the scroll menu Save as type choose to save as Web Page, Filtered. Click Ok. (see figure J) Figure J 17. If a dialogue box appears notifying you of the consequences by saving like this select Ok. Close Word. Page 6 af 8

7 18. At this point you should be back in Outlook. You are now able to see a preview of your signature in a small window (see figure k). Figure k 19. If you are satisfied select Ok. If not, you can edit your signature by selecting Edit, at which you will get to the editing window (see figure e). 20. Now you should have a functioning signature. All you need to do is to activate the signature. Return to the Mail Format tab and select the signature you just created and saved (for example: asb) in respectively Signature for new messages and/or Signature for replies and forwards (see figure L) Page 7 af 8

8 Figure L 21. Select Apply and then Ok when you are done, and return to your Outlook inbox. 22. Now you re set and ready to use your signature. NB! The folder you just downloaded can be deleted without any consequences for your signature. Outlook has saved the necessary files. This signature only functions on the computer on which it is installed. If you change computer, the signature will no longer be available, and it will need to be set-up once again. Page 8 af 8

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