Outlook User Guide - Signature and Calendar Setup

Overview

This guide walks you through creating and personalizing your email signature in Outlook, formatting it to company standards, and adjusting your calendar preferences. Follow all steps carefully to ensure your signature is complete, professional, and formatted correctly.

Who This Is For: All users, including reps and coaches on any team.

Before You Begin

Systems Required: PC with Outlook installed.

Have the following information ready before you start:

• Your name and job title
• Your direct phone number (and international or WhatsApp number, if applicable)
• Your RRI email address
• Any calendar scheduling link or events page link you want to include
• The company Signature Template

What This Guide Covers

• Accessing your Outlook Options
• Setting up a new email signature using the company template
• Formatting your signature to company standards
• Setting your signature display preferences
• Personalizing your calendar preferences

Step-by-Step Instructions

Step 1: Open Outlook Options

You can access Outlook Options one of two ways:

• Click the File tab in the top-left corner of Outlook, or
• Right-click on any empty slot on your calendar and select Calendar Options.

Note: Either method will take you to the same Outlook Options menu.

The File tab is located next to Home in the top ribbon.

Options is located just above Exit at the bottom of the menu.

OR

Step 2: Select Mail, Then Signatures

In the Outlook Options pop-up window, select Mail from the left-hand navigation menu, then locate and click the Signatures button.

Step 3: Create a New Signature

A new window will pop up to create or edit your signature. Click New to get started.

Name your new signature using your name and title. Example: “Jenn BMR.”

Step 4: Build Your Signature

Using the template below, copy and paste it into the signature box.

Personalize the template in the signature box in Outlook with your Zoom phone number and your RRI email:

NAME Personal Results Specialist Phone: xxx.xxx.xxxx International OR WhatsApp OR remove Email: name@tonyrobbins.com

Step 5: Add Optional Links

Below the contact block, you may add the following optional lines:

• Schedule a call with me (insert your calendar link)
• Current Events | Upcoming Events (insert your page)

Note: For event sales teams, add the line entry regarding your sale link. All other teams should disregard this line entry.

Step 6: Follow Formatting Guidelines

Review the following formatting rules before finalizing your signature:

• Font must be Calibri, size 10.5
• Do not include Instagram, Facebook, or special waitlist links
• A LinkedIn page may be included only if you actively use it and post regularly
• You may add one bolded line for the next recommended event or current offering, and update it as the schedule changes
• Choose a sign-off you are comfortable with, such as “Live with Passion,” “Yours in Service,” or “With Gratitude”
• A quote may be added at the end — single-line quotes only

Example:

Step 7: Set Signature Display Preferences

Select your signature display preferences for new messages, replies, and forwards.

For both new messages and replies/forwards, select the signature you just set up, then click OK to save.

Step 8: Personalize Your Calendar Preferences

While still in Outlook Options, click into Calendar to adjust your preferences to your liking.

• Change the day your week starts on (for example, if you don’t want your week to start on Sunday).
• Scroll down to review additional calendar options and adjust as needed.
• Set your default calendar color.
•  

Once you are finished, click OK to save your selections.

Best Practices

Follow these guidelines every time you set up or update your Outlook signature and calendar:

• Always start from the official Signature Template rather than creating one from scratch.
• Keep your signature formatted in Calibri, size 10.5, to stay consistent with company standards.
• Double-check that your name, title, phone number, and email are accurate before saving.
• Only include links that are active and updated regularly.
• Use a single-line quote only, if included.
• Set your new signature as the default for both New Messages and Replies/Forwards.
• Adjust your calendar preferences to fit how you personally like to view your schedule.
• If you are unsure about any field or formatting choice, check with your manager before saving.

 For questions or technical support, please submit a ticket through Zendesk and select Business Operations.