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   -   1 September, 2020

How to install your beautiful new email signature

Easy steps to installing your new email signature. Select your email client from the list to jump to the correct instructions.

Displaying a beautifully designed new email signature in your emails can help elevate your business and help your potential clients take you seriously.

A custom-designed email signature can have a call to action to drive sales. It can be used to inform your clients on important changes or promotions in your business – and make it easy to contact you when they need your services.

Please note that you should avoid using Safari when copying your email signature, as occasionally it will cause layout errors in your email signature. Google Chrome or Firefox are the best options.

Select your email client below to jump to the correct instructions:

How to install your email signature to Office 365 or Outlook.com.

How to install a new email signature in Outlook 365
Installing your new email signature in Outlook 365.
  1. Open the HTML file or URL link of your new email signature in your web browser.
  2. Select the whole email signature by pressing Ctrl-A (Cmd-A). Using the keyboard shortcut ensures everything is selected.
  3. Copy to your clipboard with Ctrl-C (Cmd-C).
  4. Open your Outlook 365 inbox, and go to Settings > View all Outlook settings
  5. Select the Compose and reply menu tab.
  6. Click inside the WYSIWYG editor to focus it, and press Ctrl-V (Cmd-V) to paste your new email signature.
  7. Make sure you select “Automatically include my signature on new messages that I compose” and “Automatically include my signature on messages I forward or reply to“.
  8. Click Save to save your new email signature.

Some troubleshooting tips to take note of when adding a signature to Outlook 365:

How to add your email signature to Gmail.

Installing a new email signature in Gmail
Installing your new email signature in Gmail.
  1. Open the HTML file or URL link of your new email signature in your web browser.
  2. Select the whole email signature by pressing Ctrl-A (Cmd-A). Using the keyboard shortcut ensures everything is selected.
  3. Copy to your clipboard with Ctrl-C (Cmd-C).
  4. Open your Gmail inbox, and go to Settings > See all settings
  5. Scroll down to the Signature settings. Create a new signature and name it.
  6. Click inside the WYSIWYG editor to focus it, and press Ctrl-V (Cmd-V) to paste your new email signature.
  7. In the next panel, set your newly created email signature as the default for new emails and for email replies/forwards.
  8. Scroll down to the bottom of the settings page and click Save Changes.

Some troubleshooting tips to take note of when adding a signature to Gmail:

  • Gmail has a 10,000 character limit on signature length. This includes the hidden HTML code. You may hit this limit if you have many social icons or a long disclaimer.

How to add your email signature to Apple Mail for macOS.

  1. Open the HTML file or URL link of your new email signature in your web browser.
  2. Select the whole email signature by pressing Ctrl-A (Cmd-A). Using the keyboard shortcut ensures everything is selected.
  3. Copy to your clipboard with Ctrl-C (Cmd-C).
  4. Open Apple Mail, and go to Preferences then the Signatures tab.
  5. Select your prefered email account the new signature is for.
  6. Click the plus button to add a new signature and name it.
  7. Make sure the “Always match my default message font” option is turned off.
  8. Delete anything inside the WYSIWYG editor, and press Ctrl-V (Cmd-V) to paste your new email signature.
  9. Close the Preferences panel, and your new email signature should be installed.

Some troubleshooting tips to take note of when adding a signature to Apple Mail:

  • Avoid using Safari when copying your email signature, as occasionally it will cause layout errors in your email signature. Google Chrome or Firefox are the best options.
  • When pasting your email signature in, it will show empty boxes as placeholders for the images. This is normal. To test the appearance, open a new email.

Outlook changes the image size, which can give the image a blurry appearance. size is anything other than 96dpi. A quick test using the following formula can determine what the actual height will be after Outlook is done sending the message.

Outlook will rescale the image as if it was a 96 dpi image. Upon sending, Outlook will convert and compress (re-render) the images to 96 dpi with the new dimensions. 

File-> Options-> Mail-> Editor Options…-> Advanced-> enable: Do not compress images in file

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Studio Twofold provides creative design services and advice to growing Australian businesses to help them feel confident and kick goals. Learn more about us.

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