HTML Email Signature Builder

Hi JoeLEggs,

Glad to help you here. The disadvantage of using HTML signatures is you can only use these if your Outlook message format type is HTML. It won’t work if you send plain text emails or rich text formats. In fact, you won’t even see the signature listed in the drop-down list. Outlook omits it.

Another issue is that these HTML signatures require you to put your CSS code in the .HTM file. Often designers use tables and cells so that the code can get pretty elaborate.

There are 2 ways you can add your signature file.

Method 1 – Use Microsoft Signature Templates

I have to give credit to Microsoft for offering email signature templates. The template is a Microsoft Word document that contains 20 pre-made samples. These templates are a great starting point and easily customizable.

1. Open your browser and navigate to https://aka.ms/AA977mo.
2. Click the Downloadbutton.
3. A Word document appears with the templates.

1. Click Enable Editing from the top banner.
2. Click on your desired signature.
3. Click the 4 headed arrow in the corner.

1. Press Ctrl + C.
2. Open a new Outlook email and press Ctrl + V to paste the template.

Editing the Email Signature Template

Now that you have the signature pasted into the message section of your email, you can customize it. Each element can be changed. The easiest way is to right-click an element and choose the appropriate menu option.

For example, I can right-click the profile image and change the picture. The same editing abilities apply to the other items. Additionally, I could change text font, colors, links, etc.

Once you’ve finished editing the signature, you’ll want to add it to Signatures and Stationery.

1. Copy your edited signature from the email message area.
2. Click the small triangle underneath the Signaturebutton on the toolbar.
3. From the menu, selectSignatures…. The Signatures and Stationery dialog opens.
4. On the E-mail Signature tab, click the Newbutton.
5. Enter a descriptive name and click OK.
6. In the Edit signature area, paste your new signature.
7. Click OK.

Method 2 – Use Your Own HTM File

Many companies have a standard signature that they use and have created the files for you. The only thing you need to do is to set it up into Outlook. The files they provide may have either a .HTM or .HTML file extension. Sometimes, they have used an email signature generator service that makes the code.

Before you start, I’d suggest making sure your HTML template file displays properly in the browser. If it doesn’t show correctly in a browser, it will most likely fail in an email. In the example below, I’ve used Google Chrome to open my .htm file.

You may have noticed that I referenced a .HTM file and not .HTML file extension. It seems odd since we call them HTML signatures, but Microsoft Outlook will only render the .HTM file. If you load a .HTML file, you’ll never see the HTML email signature. Your web browser doesn’t care and will display either file.

1. Rename your email signature file if needed. Outlook will use the portion before the .htm as the email signature name.
2. Test your .htm file in a browser.
3. From the Filemenu, select Options.

1. From the Outlook Options dialog, click Mail.

1. On the right side, press CTRLand click the Signatures… button.

This will open the apps folder that contains your Microsoft Outlook signatures. Usually, it is the appdata\roaming\microsoft\signatures folder.

1. Copy your**.htm** file into this folder.
2. Make sure your **Compose messages in this format:**shows as HTML.
3. Close the folder and return to Outlook Options.
4. ClickOK.

Hope that this answers your concern. If you have any questions about this issue or I misunderstand your meaning, please feel free to reply and I will answer for you. Thank you very much,

Regards,

Rebecca