Setting up Automatic Email Signatures

Using signatures that are built automatically based on Information CBU already has.

Purpose

California Baptist University uses an Office 365 Signature Server to insert standard signature blocks into email messages, otherwise known as Automatic Signatures. The Automatic Signature will automatically insert a standard signature block into all emails sent from your account and will include Logo, Name, Title, Office Number, Email Address, Department, Physical Address, and links to InsideCBU and Social Media. The signature block should look something like this:

This article provides instructions for activating the Signature Server for a university email account. Here is an example of how that looks.

Warning: The automatic signature only is configured for new emails only and not replies. If you want the signature to apply to replies, you will need to add [cbusig] as a signature in the Outlook Client for all reply emails.

Four Step Process

Test your signature.
Request changes to directory information. When your signature is accurate, proceed to Step 3.
Disable the signatures feature of your email client (Outlook, Apple Mail, Office365).
Enable the Signature Server functionality for all outgoing email.

STEP 1 | Test Your Signature Through the CBU Signature Server

The CBU Signature Server can insert a custom signature block in email messages when it finds a keyword code. It also removes the keyword from the email.

Note: Email clients still configured to add signatures will result in messages with double signatures.

Create a new message in your email client and address it to yourself.
Include the keyword code [cbusig] (all six letters and no spaces inside square brackets) somewhere in your message.
Send your message.
Verify the information in the signature block is correct. If corrections are NOT needed, skip to Step 3.

STEP 2 | Request Changes to Directory Information

Title, Degree, Phone, Fax, etc.

Inaccurate information in your automatic signature must be updated by IT.

Request changes using the following process:

Go to https://calbaptist.freshservice.com/ to submit a service ticket.

List any information that should be corrected (i.e. degree should be Ph.D., not MBA).
List any information that should be added (i.e. add fax number).
List any information that should be removed (i.e. remove fax or mobile number).

STEP 3 | Disable Email Client Signatures

This step varies by email client. Please see this article for assistance.

STEP 4 | Enable the CBU Signature Server for All Outgoing Email

This instructs the Signature Server to insert a signature block in all outgoing messages.

Warning: Email clients still configured to add signatures will result in messages with double signatures.

Log in to Office365 with your university account at https://outlook.office.com/.
Click the groups section on the bottom left.
Click Discover Groups.
Type sig.cbu.standard in the search bar.
Click Join to add yourself to the group.

Join the Sig.CBU.Standard group with this link.

Important Note: It will take about 24 hours for your signature to begin showing up on your emails.

FAQ – Frequently Asked Questions

I need to send a message to a listserv, and I don’t want my full signature to show. How can I disable it for one message?

The Signature Server will not insert a signature for messages that include the keyword [nosig] in the body of the message. Include [nosig] somewhere in the body of the message, and the server will skip the signature for this message.

I’m a full-time staff person and teach as an adjunct. Can I use the Signature Server for my full-time position and a custom signature when corresponding with students?

Create a signature in your email client with your adjunct title and include the [nosig] keyword in the signature. The Signature Server will remove the [nosig] keyword and skip the automatic signature.