SBS Email Signature Requirements

As SBS continues to grow as a company, it becomes increasingly important to strengthen our professional communication with all business contacts. Because we are a professional services company, the image we convey should reflect the quality of service we deliver to our clients. As each of you has correspondence with our customers we ask that all of you adhere to the following guidelines when sending e-mail from your SBS account.

To create a signature in Outlook:
1. Navigate to the “Home” tab at the top, then click “New Email” towards the left of the banner.
2. Towards the top, under the “Message” tab, there will be a “Signature” button on the banner, click that for a drop-down menu. Select “Signatures…”
3. Navigate to the “New” button and create a personalized name for the signature for you to find each time you want to include a signature. This will add the signature name to the dialogue box under “Select signature to edit”.
4. Make sure the signature you just named is highlighted, then click in the large box towards the bottom of the window “Edit signature”
5. You can then edit your name, extension (if applicable) and direct (mobile) phone number. The information that needs to be changed is in blue text below. Note, the text is highlighted in blue for demonstration purposes only, please reformat it to black after updating it with your personal information. Please leave all other corporate contact information as it is written. Please note that you should not add SBS logos, titles, certifications, certification logos, partner logos, pictures or anything other than what is included in the attached signature. The font should be Verdana, 9 pt., no italics. The only item that should be bolded is your name.

John Doe
Strategic Business Systems, Inc.
5180 Parkstone Drive, Suite 110 | Chantilly, VA 20151
Corporate: 703.639.4681 | Direct: 101.123.4567 | Fax: 703.783.8989
Please visit our web site at www.sbsplanet.com

**Note: the text is highlighted in blue for demonstration purposes only, please reformat it to black after updating with your personal information.
6. Click “Save”
7. In the drop-down menus in the “Choose default signature” section, make sure the newly created signature is selected to be automatically attached to new messages, forwards and replies.
8. Click “OK”
9. Once completed, please send a test email to support@sbsplanet.com.

If you use a handheld device to send SBS e-mail, please change your signature to the following:

John Doe
Strategic Business Systems, Inc.
101.123.4567
Sent via remote

A few things to keep in mind:
1. SBS e-mail font should always be:

a. Verdana
b. 9 pt.
c. Black
d. Not bolded
e. Not underlined
f. Not italicized

2. The e-mail background should always be white and not contain a wallpaper or picture
3. All e-mail should be checked for spelling and grammar before it is sent (Outlook has an option that when selected, will automatically check e-mail for spelling errors before it is sent)
4. Double check recipients names before sending an e-mail
5. Employees should not forward messages from a manager or an executive without their permission
6. Internal e-mail communication should never be forwarded to partners or end clients
7. Always use the following signature on all e-mail correspondence, including new messages, replies and forwards