How to Set Up and Use Our HTML Email Signature Template

Step 2: Open Outlook

1. Launch Microsoft Outlook.
2. Click File in the top-left corner.
3. Select Options from the menu.

Step 3: Access Signature Settings

1. In the Outlook Options dialog box, click on Mail from the left sidebar.
2. Click Signatures… under the Compose messages section.

Step 4: Create or Edit a Signature

1. In the Signatures and Stationery window:
   • Click New, name your signature (e.g., “Template Signature”), and click OK.
   • Or, select an existing signature if you’re updating one.
2. Delete any existing content in the editor section.

Step 5: Insert the HTML Signature

1. Open the .htm file you generated in a browser (e.g., Chrome or Edge).
2. Select the entire signature:
   • Press Ctrl + A to highlight everything (including text, images, and links).
3. Copy the selection:
   • Press Ctrl + C to copy the content.
4. In Outlook’s Signatures and Stationery editor:
   • Click inside the editor box.
   • Right-click and choose Paste as Keep Source Formatting (or similar) to ensure the formatting is preserved.
   • Alternatively, press Ctrl + V, then verify that the formatting matches the preview in your browser.

Important: Do not use the default “Paste” option if it disrupts the signature’s layout. Always select “Keep Source Formatting.”

Step 6: Assign Your Signature to Emails

1. Under Choose default signature, set:
   • New messages: Select your newly created signature.
   • Replies/forwards: Choose the same or leave it blank.
2. Click OK to save.

Step 7: Test Your Signature

1. Compose a new email in Outlook.
2. Check that:
   • The logo appears aligned.
   • Contact details, links, and the confidentiality notice are formatted correctly.
3. If the formatting is incorrect, return to the Signatures and Stationery window, delete the content, and re-paste using the Keep Source Formatting option.

Step 2: Open Outlook on Your Mac

1. Launch Outlook for Mac.
2. In the top menu bar, click Outlook and select Preferences.

Step 3: Access Signature Settings

1. In the Preferences window, click on Signatures under the Email section.
2. In the Signatures window:
   • Click the + icon to create a new signature.
   • Name your signature (e.g., “Template Signature”).

Step 4: Insert the HTML Signature

1. Open the .htm file you generated in your browser (e.g., Safari or Chrome).
2. Select the entire signature:
   • Press Command + A to highlight everything (including text, images, and links).
3. Copy the selection:
   • Press Command + C to copy the content.
4. In the Signatures editor in Outlook:
   • Click inside the editor box.
   • Right-click and select Paste as Keep Source Formatting (or similar) to ensure the formatting is preserved.
   • Alternatively, press Command + V, then verify the formatting matches the preview in your browser.

Important: Use the Paste as Keep Source Formatting option to retain the signature’s layout, fonts, and colors.

Step 5: Assign Your Signature to Emails

1. Under the Choose default signature section:
   • Set your signature for New messages.
   • Optionally, set it for Replies/forwards.
2. Close the Signatures window to save your changes.

Step 6: Test Your Signature

1. Compose a new email in Outlook.
2. Verify that:
   • The logo appears properly aligned.
   • Contact details, links, and the confidentiality notice are formatted correctly.
3. If the signature doesn’t appear as intended:
   • Return to the Signatures window.
   • Delete the current content and re-paste it using Keep Source Formatting.

Step 2: Open the Mail App on Your Mac

1. Launch the Mail app.
2. Click Mail in the top menu bar and select Preferences.

Step 3: Adjust Signature Preferences

1. In the Preferences window, navigate to the Signatures tab.
2. Locate the checkbox labeled Always match my default message font at the bottom of the window:
   • Uncheck this box to allow your signature to retain its original styling.
3. Close the Preferences window to save the change.

Step 4: Create a New Signature

1. Go back to the Signatures tab in the Preferences window.
2. Select the desired email account in the left sidebar.
3. Click the + button to create a new signature.
4. Name your signature (e.g., “Template Signature”).
5. In the text editor on the right, delete any placeholder text.

Step 5: Insert the HTML Signature

1. Open the .htm file you generated in a browser (e.g., Safari or Chrome).
2. Highlight the entire signature:
   • Press Command + A to select everything (including text, images, and links).
3. Copy the selection:
   • Press Command + C to copy the content.
4. Return to the Mail app’s Signatures editor:
   • Paste the copied content into the editor using Command + V.
   • Confirm the formatting, including:
     • The logo on the left.
     • Properly aligned contact details, links, and confidentiality notice.

Step 6: Assign the Signature to Your Account

1. Drag your new signature to the desired email account in the left sidebar (if it isn’t already under the correct account).
2. Set it as the default signature for New Messages and/or Replies/Forwards as needed.

Step 7: Test Your Signature

1. Compose a new email.
2. Verify that:
   • The logo appears as designed.
   • Fonts, colors, and spacing match the original HTML design.
3. If the formatting is incorrect:
   • Revisit Preferences > Signatures to re-paste the content.
   • Ensure Always match my default message font remains unchecked.

Step 2: Open the Mail App on Your Mac

1. Launch the Mail app.
2. In the top menu bar, click Mail and select Preferences.

Step 3: Create a New Signature

1. In the Preferences window:
   • Navigate to the Signatures tab.
2. Select the desired email account in the left sidebar.
3. Click the + button to create a new signature.
4. Name your signature (e.g., “Template Signature”).

Step 4: Replace the Default Signature File

1. Close the Mail Preferences window after creating the new signature.
2. Open Finder, then navigate to the location of your Mail signature files:
   • ~/Library/Mail/V10/MailData/Signatures/
   • To access the Library folder:
     • Open Finder and click Go in the menu bar.
     • Select Go to Folder… and type ~/Library.
3. Locate the file for your newly created signature (it will have a .mailsignature extension).
   • Sort files by Date Modified to find the newest one.
4. Open the .mailsignature file in a text editor (e.g., TextEdit).

Step 5: Replace with the Generated HTML Content

1. Open the .htm file you generated in a browser (e.g., Safari or Chrome).
2. Select the entire signature:
   • Press Command + A to highlight everything.
3. Copy the selection:
   • Press Command + C to copy the content.
4. In the text editor, replace all the content in the .mailsignature file with your copied HTML signature.
5. Save the file and close the text editor.

Step 6: Lock the Signature File

1. Return to Finder and select the .mailsignature file.
2. Right-click the file, choose Get Info, and check the box for Locked.
   • Locking prevents Mail from overwriting your custom signature.

Step 7: Test Your Signature

1. Reopen the Mail app.
2. Compose a new email.
3. Select your newly created signature if it doesn’t appear automatically.
4. Verify that:
   • The logo and contact details are correctly aligned.
   • Links and the confidentiality notice appear as expected.

Step 2: Open the Signature on Your iPhone

1. Transfer the .htm file to your iPhone:
   • Email the file to yourself or upload it to a cloud service like iCloud or Google Drive.
2. Open the .htm file in Safari on your iPhone to view the signature.
3. Verify that the signature displays correctly.

Step 3: Copy the HTML Signature

1. While viewing the signature in Safari:
   • Press and hold on the text area until the Select option appears.
   • Drag the selection handles to include all text, images, and links in the signature.
2. Tap Copy to copy the entire signature to the clipboard.

Step 4: Open the Mail Signature Settings

1. On your iPhone, go to Settings > Mail > Signature.
2. If you use multiple accounts, choose whether to set the signature for All Accounts or for individual accounts.

Step 5: Paste the HTML Signature

1. Tap inside the signature text box and delete any existing text.
2. Paste the copied HTML signature by pressing and holding inside the box and selecting Paste.
3. The signature may lose formatting initially—don’t worry, the next step will correct it.

Step 6: Fix the Formatting

1. Shake your iPhone immediately after pasting the signature.
2. When the Undo Change Attributes prompt appears, tap Undo.
   • This action restores the original formatting from the HTML signature.
3. Verify that the signature now displays as intended:
   • logo is aligned correctly.
   • Fonts, colors, and links appear as designed.

Step 7: Test Your Signature

1. Open the Mail app and compose a new email.
2. Check that:
   • The logo appears properly.
   • Contact details, links, and confidentiality notice display correctly.
3. If the formatting is incorrect, return to Settings > Mail > Signature and re-paste the content.