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Getting Started

Everything you need to add your ION email signature to Outlook. Most people are finished in under five minutes.

How it works

Your signature is already built for you — name, title, phone numbers, logo and links are all in place. You just copy it and paste it into Outlook.

1. Find your signature

   Open All Signatures or your company in the sidebar, then search for your name.

2. Copy it

   Click Copy. The button turns green and says Copied — your signature is now on your clipboard.

3. Paste it into Outlook

   Follow the guide for your version of Outlook below.

Copying your signature

Click View next to your name to preview the signature before you copy it. You can also copy straight from the preview window.

Which Outlook do I have?

There are two versions of Outlook for Windows, and the signature settings live in different places in each.

Outlook Classic

Set up your signature in the classic desktop version of Outlook for Windows — the one with a File tab in the ribbon.

Before you start

Copy your signature from this site first — see Getting Started if you haven’t done that yet. Don’t copy anything else until you’ve pasted it into Outlook, or it will be replaced on your clipboard.

Update an existing signature

Use this if you already have a signature and need to replace it with the new version.

1. Open signature settings

   Go to File → Options → Mail → Signatures…

2. Select your current signature

   Under Select signature to edit, click your existing ION signature.

3. Replace the contents

   Click in the Edit signature box, press Ctrl+A to select everything, then Ctrl+V to paste the new version over it.

4. Save

   Click Save, then OK.

Install a new signature

Use this if you don’t already have an ION signature set up in Outlook.

1. Open signature settings

   Go to File → Options → Mail, then click the Signatures… button.

2. Create a new signature

   On the E-mail Signature tab, click New, give it a name such as ION, and click OK.

3. Paste your signature

   Click inside the Edit signature box and press Ctrl+V.

4. Set it as your default

   Under Choose default signature, pick your email account, then select your new signature for both New messages and Replies/forwards.

5. Save

   Click OK to close the Signatures window, then OK again to close Options.

Test it

Send a new email to yourself and check that the logo, links and phone numbers look right. Reply to it as well to confirm the signature appears on replies.

Something not right? See Common Issues.

New Outlook

Set up your signature in New Outlook for Windows. These steps also work in Outlook on the web at outlook.office.com.

Before you start

Copy your signature from this site first — see Getting Started if you haven’t done that yet. Don’t copy anything else until you’ve pasted it into Outlook, or it will be replaced on your clipboard.

Update an existing signature

Use this if you already have a signature and need to replace it with the new version.

1. Open signature settings

   Click the Settings ⚙ gear, go to Accounts → Signatures and select the correct account if needed.

2. Select your current signature

   Pick your existing ION signature from the list.

3. Replace the contents

   Click in the signature box, press Ctrl+A to select everything, then Ctrl+V to paste the new version over it.

4. Save

   Click Save.

Install a new signature

Use this if you don’t already have an ION signature set up in Outlook.

1. Open signature settings

   Click the Settings ⚙ gear at the top-right, then go to Accounts → Signatures.

2. Choose your account

   If you have more than one email account, select the correct one first.

3. Create a new signature

   Click + New signature and give it a name such as ION.

4. Paste your signature

   Click in the signature box and press Ctrl+V.

5. Set it as your default

   Under Select default signatures, choose your new signature for both new messages and replies/forwards.

6. Save

   Click Save.

Test it

Send a new email to yourself and check that the logo, links and phone numbers look right. Reply to it as well to confirm the signature appears on replies.

Something not right? See Common Issues.

Common Issues

Quick fixes for the problems people run into most often.

The logo or images don’t show

Signature images load from assets.iongroup.ca. Some email apps block images until the reader chooses to download them, and Outlook’s signature editor sometimes shows an empty box where the logo should be.

Send yourself a test email — if the logo appears there, everything is working.

Formatting looks wrong after pasting

Fonts, spacing or colours usually go wrong when the signature passes through another app before reaching Outlook.

1. Copy it again

   Come back to this site and click Copy next to your name.

2. Paste directly into Outlook

   Paste straight into the signature box with Ctrl+V.

3. Keep the formatting

   If Outlook shows a paste options menu, choose Keep Source Formatting.

My signature is missing on replies

Outlook lets you pick a separate default for replies and forwards. Set your signature for Replies/forwards too — see the steps for Outlook Classic or New Outlook.

My details are wrong

Email dan@iongroup.ca to have your signature updated here, then copy it again and follow the Update an existing signature steps for your version of Outlook. Edits made only in Outlook won’t be kept here for next time.

Outlook on my phone

The Outlook mobile app has its own signature setting and supports only basic formatting, so your full ION signature won’t carry over. You can add a short text version in the app under Settings → Signature.

Outlook for Mac

On a Mac, go to Outlook → Settings → Signatures, click + to add a new signature, paste it with ⌘+V and save. Then set it under Choose default signature for new messages and replies/forwards.