1. Create your signature content

Use the approved signature template

1. Open the approved company signature template in SharePoint: Quilt Email Signature Template. If prompted, sign in with your company Microsoft 365 account.

2. Use the template PDF as the approved source of truth. Do not copy or build a signature from this guide.

3. Update the signature in the approved format with your exact display name, job title, phone number, and company email address.

4. Keep the formatting, line spacing, horizontal line, icons, and Quilt logo exactly as shown in the approved template.

5. Highlight the entire completed signature block, starting with your name and ending with the Quilt logo.

6. Press Ctrl+C on Windows or Command+C on Mac to copy it.

Approved template link

Use this SharePoint file as the only approved template source: Quilt Email Signature Template.

SharePoint location: CompanyTemplates > Office Templates > Quilt_Email_Signature_Template.pdf

2. Add the signature in Outlook

Use the section that matches your Outlook version. Outlook menus can look slightly different depending on whether you use new Outlook, Outlook on the web, classic Outlook for Windows, or Outlook for Mac.

New Outlook for Windows or Outlook on the web

1. Open Outlook.

2. Select the Settings gear in the upper-right corner.

3. Go to Accounts > Signatures. If you do not see that path, search for Signature in the Settings search box, or check Mail > Compose and reply.

4. If you have more than one account, select your company email account.

5. Select Add signature or New signature.

6. Name the signature something clear, such as Company Signature.

7. Click inside the signature editor and press Ctrl+V on Windows or Command+V on Mac to paste your completed signature.

8. Review the formatting, spacing, icons, links, and logo.

9. Select Save.

Classic Outlook for Windows

1. Open Outlook.

2. Select New Email.

3. On the Message tab, select Signature > Signatures.

4. Select New, enter a name such as Company Signature, and select OK.

5. In the Edit signature box, press Ctrl+V to paste your completed signature.

6. Review the formatting, spacing, icons, links, and logo.

7. Select Save.

Outlook for Mac

1. Open Outlook.

2. From the Outlook menu, select Settings.

3. Under Email, select Signatures.

4. Select the plus button or New Signature, then name it Company Signature.

5. Paste your completed signature into the signature editor.

6. Review the formatting, spacing, icons, links, and logo.

7. Select Save.

3. Set the signature as your default

New Outlook for Windows or Outlook on the web

1. Go back to Settings > Accounts > Signatures.

2. Confirm your company email account is selected.

3. Under default signature settings, choose your saved signature for New messages.

4. Choose the same signature for Replies/forwards, unless your department has been told to use a different reply signature.

5. Select Save.

Classic Outlook for Windows

1. Open New Email > Signature > Signatures.

2. Under Choose default signature, select your company email account.

3. Set New messages to your saved company signature.

4. Set Replies/forwards to your saved company signature, unless your department has been told to use a different reply signature.

5. Select OK.

Outlook for Mac

1. Open Outlook > Settings > Signatures.

2. Under Choose default signature, select your company email account.

3. Set New messages to your saved company signature.

4. Set Replies/forwards to your saved company signature, unless your department has been told to use a different reply signature.

5. Close the settings window to save your changes.

4. Fix icon URLs for copied Rocketseed signatures

These steps are only needed if you copied your existing signature from a previously sent Rocketseed-generated email. The SharePoint signature template has already been updated with the correct Website and LinkedIn URLs.

If you copied an older sent signature, the Website and LinkedIn icons may still point to Rocketseed tracking URLs. Before saving your Outlook signature, update and test both icon links.

Icon URLs

Website: https://www.quiltsoftware.com/
LinkedIn: https://www.linkedin.com/company/quilt-software/

Update the links directly in Outlook

1. Open the Outlook signature editor and select the company signature you pasted from a previous sent email.
2. Select the Website icon/image in the signature.
3. Right-click the selected icon and choose Link, Edit Link, or Hyperlink. You can also use the link button in the toolbar or press Ctrl+K on Windows / Command+K on Mac.
4. Replace the existing URL with: https://www.quiltsoftware.com/
5. Save the change.
6. Repeat the same process for the LinkedIn icon and replace the URL with: https://www.linkedin.com/company/quilt-software/
7. Save the signature.
8. Send yourself a test email and click both icons from the received message to confirm they open the correct pages and no longer open Rocketseed URLs.

5. Test your signature

1. Create a new email. Confirm the signature appears automatically.

2. Create a reply to an existing email. Confirm the signature appears automatically there as well.

3. Click each linked icon or website link in the signature to confirm it opens the correct page.

4. Send a test email to yourself or a coworker and confirm the formatting looks correct after it is received.

6. Troubleshooting

7. Before you are done

Your signature is saved in Outlook.

Your signature is selected as the default for new messages.

Your signature is selected as the default for replies/forwards.

Your name, title, phone number, email address, icons, links, and logo are correct.

You sent or reviewed a test message and confirmed the signature displays correctly.

Need help?

If your signature does not paste correctly, the SharePoint template link does not open, or you are not sure which template to use, email itsupport@quiltsoftware.com and include a screenshot of what you are seeing.