Integrate Email Templates into Microsoft 365

Specifications – Integration of Email Templates into Outlook

1. Objective
Integrate the provided email templates (Word format) into the company’s Microsoft Outlook environment, ensuring:
• Faithful reproduction of the original design (colors, fonts, formatting)
• Use of personalized Outlook signatures
• Access to the templates for each employee via their Microsoft account

2. Expected Deliverables
• Ready-to-use email templates in Outlook, compliant with the provided Word documents
• Installation/deployment script or method for Outlook for all users
• Integration testing with Microsoft 365 / Outlook Web / Outlook Desktop
• User documentation

3. Graphic Constraints
• Strict adherence to the color codes and styles from the Word documents
• No alteration of the HTML layout (spacing, logos, alignments, etc.)

4. Technical Environment
• Microsoft 365 (Outlook Online and Desktop)
• Each user operates with their own professional Outlook account
• Outlook signature already defined for each user via Microsoft 365

5. Specific Features
• Possibility to dynamically integrate:
o Sender’s name
o Job title
o Phone numbers
o Email address
o Website (URL)
o Contact information through native Outlook signature
• System prepared for easy updates (upcoming new templates)

6. Verification
• Each template must be tested with:
o Outlook Web
o Outlook Desktop (Windows & macOS)
• Verification of:
o Appearance faithful to the Word document
o Correct automatic placement of the signature
o No HTML errors or display issues across different screens/mail clients

7. Provided Files
• Folder containing all Word templates
• Official color codes (HEX / RGB)
• Company logos & fonts