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Email Signature

To find out how to access the HTML signature editor in popular email clients consult these links:

How to create or modify an email signature in Outlook 2010 and 2013

 

Option and menu names and locations used in this article are the same for Outlook 2010 and Outlook 2013.

I. To create a signature in Outlook 2010 or 2013, what you have to do first is get to theSignatures and Stationery menu (Fig.5). There are 2 simple methods of doing this.

Method 1: When composing a new email, click INSERT and then click Signature,Signatures… (Fig. 1).

Accessing the Signatures and Stationery menu via the new message editor
Fig. 1. Accessing the Signatures and Stationery menu via the new message editor.

Method 2:

1. Click File to go to the Outlook 2010/2013 Backstage view (Fig. 2).

File button in Outlook 2013
Fig. 2. File button in Outlook 2013.

2. Click Options (Fig. 3).

Options button in Outlook 2013 Backstage view
Fig. 3. Options button in Outlook 2013 Backstage view.

3. In the resulting window choose the Mail tab and then click the Signatures… button (Fig. 4).

Outlook Options – Signature button in the Mail tab
Fig. 4. Outlook Options – Signature button in the Mail tab.

If you have never created an email signature in your Outlook, the Signatures and Stationery menu should look something like this:

Outlook 2013 - Signatures and Stationery menu
Fig. 5. Signatures and Stationery menu in Outlook 2013.

II. Once you are in the Signatures and Stationery menu, either highlight the signature you want to modify, or click New, type in the name of your new signature and click OK – I’ll just call mine “New signature” (Fig. 6).

Creating a new signature – first step
Fig. 6. Creating a new signature – first step.

III. Now for the final step – designing/modifying the signature. There is more than 1 option here:

1. Use the built-in Outlook 2010/2013 signature editor (a very condensed version of what you would get in Word), but bear in mind that it is a little clunky and achieving advanced effects can prove frustrating, if not impossible.

2. Compose your signature in Word, copy it into the Outlook 2010/2013 signature editor and click Save.

Tip: If parts of the signature get copied incorrectly, you can always go toC:\Users\%username%\AppData\Roaming\Microsoft\Signatures, open the RTF version of your signature (in my case it will be called New signature.rtf – Fig. 7), correct the errors directly in the document using e.g. Word and save changes.

My “New signature” RTF file

HTML email signature setup in Outlook 2007

1. Open the Outlook 2007 E-mail Signature editor.

You can do this either via Tools, Options, Mail Format tab, Signatures…:

or by opening a new email, selecting the Insert tab, clicking the Signature button and then the Signatures… option:

Insert - Signature - Signatures.oznaczone

2. In the E-mail signature editor click New, type in the name of your signature (mine will just be called ‘New signature’) click OK and then Save.

New signature

3. What you can do now is, compose your own signature in the Edit signature section and clickOK:

Signatures and stationery (oznaczone)

But I want to use one of the free email signature templates we offer here at The Email Signature Resource. Let’s say I’ve already downloaded it and accessed its HTML code e.g. by opening it in an Internet browser and viewing its source:

View page source - Chrome

When I do this, a new window or tab with the HTML source of the template will open. Now I have to copy the HTML source by pressing ctrl+a (select all) and ctrl+c (copy) on my keyboard.

Here is what I have to do next:

4. Close Outlook’s Signatures and Stationery window by clicking OK, find the place where the ‘New signature’ email signature HTML file is stored and open the file in Windows Notepad.

Edit signatur HTML source

5. Highlight the ‘New signature’ HTML source by pressing ctrl+a on the keyboard and replace it with the free email signature template’s code by pressing ctrl+v on the keyboard.

Note that, by editing the HTML file, you can adjust the design or add new HTML elements.

6. Press ctrl+s to save changes and close Windows Notepad.

7. Go back to Outlook’s Signatures and Stationery menu and replace the {First name} {Last name}, etc. placeholders with your personal details and click Save, OK.

Modified free signature template in editor

8. Test the new signature.

Signature test

That’s it! Now, whenever you want to create another signature, apply the same procedure.

To modify the signature, go back into your Outlook’s Signatures and Stationery menu (Step 1. of this guide), highlight the name of the signature you want to modify, introduce your changes and click Save, OK.

Mail (Mountain Lion): Use signatures

You can create prepared text, called a “signature,” to add to messages before you send them. For example, you might want to add your phone number at the end of your messages.

Depending on how a recipient’s mail server handles signatures, your signature may appear as an attachment or image to your recipients.

If you use iCloud Documents & Data, your signatures are available on your other Mac computers that use Documents & Data and have OS X Mountain Lion installed.

Create a signature

Choose Mail > Preferences, and then click Signatures.

You can create multiple signatures for each Mail account. For more information about options, click the Help button in the Signatures pane.

Add a signature to a message

In a message you’re writing, choose a signature from the Signature pop-up menu.

You may need to customize the header to see the Signature pop-up menu.

Customize a message header

If a signature isn’t in the pop-up menu, check in Mail Signatures preferences whether the signature is included in those for the account. If it’s not, click All Signatures, select a signature in the middle column, and then drag it onto an account in the left column.

  1. Install Your Signature in Another Program

    Part of the process is sending yourself the completed signature within an email. We will send this email to an existing email account on your iPhone, so we will have to get it installed in another program first on your computer.

  2. Send Yourself an Email with Your Signature

    After setting up your signature in another app, send yourself an email that includes the signature. Be sure to send it to an email address of yours that you can open in your iOS 7 Mail app.

    IOS 7 1

  3. Copy Your Signature to the Clipboard

    Tap and hold your finger on some part of the email body that is not a link. When the iOS select box appears, drag the little knobs at the end to surround your signature as best as possible. When surrounded, tap the “Copy” button to copy your signatures to your iOS Clipboard.

    IOS 7 2

  4. Paste Your Copied Signature

    Navigate to the iOS Settings App, then to “Mail, Contacts, Calendars”, then to “Signatures”. Here you can paste your signature for all email accounts, or just one if you would rather. Tap twice in the empty box and select “Paste” from the popup menu.

    NOTE: The signature will not look right, especially if you have special formatting applied to links. We will fix that in the next step.

    IOS 7 3

  5. Shake to Undo

    Apple automatically tries to “enhance” the signature when you paste it, causing it to become messed up and distorted. Luckily, they allow us to Undo these “enhancements”. Shake your device until an “Undo Change Attributes” screen shows.

    IOS 7 4

    Select “Undo”. After this, the signature will revert to your original, pasted design.

    IOS 7 5

  6. Send an Email

    Go back to the Mail app and try sending an email from the account that you installed the signature on. It should now work as expected.

How to Create an E-Mail Signature on an Android Phone

You should create a custom e-mail signature for sending messages from your phone. You can have oodles of fun and waste oceans of time confirming and customizing the e-mail experience on your Android phone.

To create a signature in Gmail, obey these directions:

  1. At the main screen, touch the Action Overflow icon.

    On some phones, touch the Menu icon to see the actions or commands.

  2. Choose your Gmail account from the list.

    Touch your e-mail address.

  3. Choose Signature.

  4. Type or dictate your signature.

  5. Touch OK.

You can obey these same steps to change your signature; the existing signature shows up after Step 4.

To set a signature for the Email app, heed these steps:

  1. Touch the Action Overflow icon on the Email app’s inbox screen.

    If the Action Overflow icon isn’t available, touch the Menu icon.

  2. Choose the Settings or Email Settings command.

    You may have to first choose the More command to find the Settings command. Or you may be lucky and find the Signature command.

  3. If prompted, choose an e-mail account from the list.

    You create a separate signature for each e-mail account, so when you have multiple accounts, you’ll need to repeat these steps for each one.

  4. Choose Signature.

  5. Type or dictate a signature, or edit the existing signature.

    The preset signature was probably set by your cellular provider, something like “Sent from my Wireless phone.”

    Feel free to edit the preset signature at your whim.

  6. Touch the OK, Save, or Done button.

When you have multiple accounts in the Email app, repeat these steps to configure a signature for each one.