Sean’s Weblog

How to add an HTML signature to Outlook Email.

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2.0 Signatures

3.0 Designing

4.0 Storing your HTML

5.0 Finished product

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1.0     Introduction

Whether you are a small business or a sole trader or even a home user, when sending emails it is beneficial to add a signature to the base of your emails.The benefits are; it saves time, allows your business to be seen.

There are two types of signature you can add:

• Simple Text signature with hyperlinks and mail links
• A HTML web page type signature.

The difference between these is that a simple text HTML signature allows you to add links and text but pictures tend to end up as a blank area on the recipients computer.

The HTML web page signature allows the use of images, scripts links and design.

Both methods are initially started in the same fashion.

To start a signature for either open Outlook, then in the tool bar

Tools - Options -Mail Format- Signatures- Email Signatures

2.0     Signatures

The first task is to create a new signature and this is true for either of the signature types you wish to create.

Click New in the Signatures window name it in the pop-up window eg My-Siggy. Select OK.

You should then see your Signature Name in the box. 

Here is where the difference begins.

To use the text only with links signature, you simply use the WYSIWYG provided in the edit signature window. Simply write your text and use the basic format tools provided to change font, colour, style and the size of the text. Add links and images.

Adding images stored on your computer via this method is not really recommended as the recipient receives a blank area where the image should be in their email.

If you wish to present images then there are some further requirements.

3.0     Designing

To design an HTML web page type signature you can use either a proprietry WYSIWYG editor such as dreamweaver or code it using notepad.

Adding images is more involved as the images need to be stored on a web server ie. they must have a URL: http://www.mywebsite/image.jpg

If you don’t have a webserver to host your images use some of the free image hosts.

Once you have designed your web page, you then need it to be placed into outlook so that you can view it in an email.

4.0     Storing your HTML file

Before saving your HTML file you need to alter the folder settings on your windows platform to enable View Hidden Files.

Start- Control Panel- Folder Options- View- Hidden Files and Folders- Click Show radio button.

Save the HTML file using the same name as the email signature you created earlier My-Siggy.html.

Save to folder :–

My Computer- Current User (name of user logged in)- AppData- Roaming-  Microsoft- Signatures

Save the file then open Outlook go to Tools- Options- Mail Format- Signatures- Email Signatures

Here you select My-Siggy and in the right hand panel choose whether the signature is to be used for New Emails or replying to received emails or both.

 Test by creating a new email or replying to an email. You should see the signature you created and if it is ok your done.

If it requires tweeking then adjust in the HTML and resave until you are happy with the signature.

 5.0     Finished Product

The method can be used to create a variety of signatures. One for a new email, one for a reply to an email received, different occasions and advertising products or services.

Have a play around with it and see what you can create.

 Any questions leave a comment and I will reply to assist you.

Oulook, Signatures