by This tutorial provides a step-by-step guide on how to insert an HTML signature in Outlook and customize the plain text version, so it appears correctly in all your messages across different devices and clients.
You have created a stunning Outlook signature using an online generator or from a template. The next step is to add it to Microsoft Outlook. Unfortunately, there is no built-in option to directly import the HTML code of your signature. But, as is often the case, there is a workaround 😊
Why use HTML email signature in Outlook?
HTML signatures offer several advantages over plain text counterparts, enhancing both the appearance and functionality of your emails. Here are the key benefits:
- Professional appearance. HTML signatures allow you to include images, logos, and styled text, reinforcing your personality and attention to detail.
- Brand consistency. By incorporating your company's branding elements such as colors, fonts, and logos, your emails will stay consistent with your corporate image.
- Interactive elements. HTML email signatures can include clickable links to your website, social media profiles, and other important resources, helping recipients quickly access your latest updates and professional insights.
- Enhanced readability. With HTML, you can use different font sizes, colors, and styles to highlight important information, making your signature more readable.
- Clear organization. An HTML signature allows you to neatly organize your contact details, making it easy for recipients to locate your phone number, email address, and other relevant information.
- Promotional opportunities. You can use your HTML signature to promote upcoming events, special offers, or new products by including banners or promotional messages.
Overall, HTML signatures not only enhance the aesthetics of your emails but also provides advanced functionality that plain text signatures simply cannot offer.
Now that you understand the benefits, let's get started with adding an HTML signature to your Outlook.
How to add HTML signature to Outlook
The classic desktop Outlook application, including Outlook 365 – 2016, stores email signatures in a special folder locally on your computer. To set up an html signature, you just need to copy its code into the corresponding file in that folder. Here's how to do it:
- Create a new blank signature in Outlook. To add a new signature to Outlook, do this:
- Go to the File tab > Options > Mail > Signatures.
- In the Signatures and Stationery dialog window, click New.
- Name your new signature and save it without doing anything else.
This will create a blank signature without any content in Outlook and generate an .htm file in the Signatures folder on your computer where you will add your HTML code later.
For more details, refer to How to set up a signature in Outlook.
- Find Signatures folder. To quickly get to the folder where your email signatures are stored, in the Outlook Options window, click the Signatures… button while holding the Ctrl key. This will instantly open the folder in File Explorer.
If this shortcut doesn't work, you can manually navigate to the folder at this location:
C:\Users\Username\AppData\Roaming\Microsoft\Signatures - Close Outlook. Leaving the File Explorer open, return to Outlook briefly and close the program. This is needed to ensure proper syncing of the HTML code that you are going to add.
- Locate the .htm signature file. In File Explorer, find the .htm file that matches the name of your newly created signature. Keep in mind that for each signature, Outlook creates 3 files (.htm, .rtf and .txt), so be sure you open the one with the .htm extension.
If you don't see the file extensions, click View > Show > File Name Extensions in the File Explorer toolbar. Alternatively, you can check the Type column and select the file labeled as HTML Document or Chrome HTML Document.
- Open the .htm signature file. Right click the .htm file and click Edit in Notepad or Edit in Notepad++ or another text editor you have installed.
If the Edit option isn't available in the context menu, right-click the file, hover over Open with, then click Choose another app, and choose your preferred text editor from the list of programs.
- Copy the HTML code of your signature. Open the file containing the html code of your signature in the same way as you opened the Outlook signature's .htm file. Click Ctrl + A to select all the code, and then click Ctrl + C to copy it, or right-click the selectin and choose Copy.
- Add the HTML code to your Outlook signature. This is the key step where you replace part of Outlook's HTML code with your own. Follow these instructions carefully to avoid errors.
- Return to the Outlook signature .htm file opened in the Notepad or another text editor.
- Scroll down towards the end of the code and locate the section starting with <div class="WordSection1">.
- Select this section, including the opening and closing <div> tags, and replace it with the HTML code for your custom signature.
By keeping the predefined Outlook classes and styles intact, this method ensures your custom signature will display correctly in various email clients.
If you're unsure about editing the code:
If you have little or no experience with HTML, or you're unsure about modifying the code accurately, you can replace the entire file content with your signature's code:
- Click Ctrl + A to select all the content in the .htm file.
- Hit the Delete or Backspace key on your keyboard to remove everything.
- Once the file is empty, press Ctrl + V to paste the copied HTML code of your signature.
After pasting your code, save the file by pressing Ctrl + S, or go to Edit > Save. Once saved, you can close Notepad or another text editor you were using.
- Open Outlook and test your HTML signature. Open Outlook and create a new email to test your new signature.
- If needed, you can make adjustments using the visual signature editor in Outlook.
- To have your new HTML signature automatically added to all new messages, replies and forwards, you can set it as Outlook default signature.
Tip. If you've created a nice signature using some online generators that do not provide HTML code, you can still use it in Outlook. Simply copy and paste the "visual" version directly into Outlook's signature editor. From there, you can make the necessary adjustments, such as adding images, inserting hyperlinks, and formatting the text to your liking. This way, you can still achieve a professional and customized signature without needing the HTML code.
How to customize the plain text version of HTML signature
When you create an HTML email signature with custom colors, images, and links, keep in mind that it may not appear as intended for everyone. Some recipients may have enabled the Read all standard mail in plain text option in their Outlook Trust Center settings. As a result, all formatting, images, and hyperlinks will be stripped from your signature as well as from the message body.
While you can't preserve any graphical elements in plain text emails (since the format doesn't support them), you can ensure that your hyperlinks still function. This can be done by including the full URL in the plain text version of your HTML signature.
Here's how to customize the plain text version of your email signature in classic Outlook:
- Open the signatures folder. Open the folder where Outlook stores your signatures as described in Step 2 here.
- Find the .txt file. Locate the .txt file with the same name as the signature you want to edit.
- Edit the plain text version. Double-click the .txt file to open it in your default text editor. Make the necessary changes, such as removing extra line breaks and replacing text like "www.company.com" with the full URL to ensure it shows up correctly in plain text emails.
- Save the changes. After making your edits, save the file. The Ctrl + S shortcut works in most text editors.
Tip. It's a good idea to back up your Outlook signature after making these changes. The plain text edits will be overwritten if you modify the HTML version of your signature in Outlook later, so keeping a backup ensures you don't lose your work.
How to insert HTML signature in new Outlook and web
In contrast to the classic desktop Outlook application, which stores signatures locally on your computer, the new Outlook stores signatures in the cloud, synced with your mailbox. While a copy of your signatures may also be stored locally somewhere, adding an HTML signature there won't work, as it will be overwritten or deleted during the next sync. The only possible way to add an HTML signature in the new Outlook and the web version is to manually paste the visual version into the signature editor.
Follow these steps to add a HTML email signature to the new Outlook and web:
- Click the Settings gear icon in the upper-right corner, and then navigate to Accounts> Signatures in the new Outlook; Mail > Compose and reply in Outlook on the web.
- Click the New signature button.
- Copy your signature from an online generator, template, or an email where you have it, and paste in the editor box.
- After pasting, review your signature, as some elements (like images, fonts, or hyperlinks) may not copy correctly. Make any necessary adjustments, such as re-adding images or hyperlinks, or fixing spacing issues.
- Optionally, set the newly added signature as default, so it is added to all your emails automatically.
- Click Save to add your new signature in the new Outlook or web version.
For more information, please see How to make signatures in new Outlook and web.
10 tips to create an effective email signature
Creating an effective email signature can make a big difference in how your emails are perceived. Here are some tips to help you craft a signature that stands out:
- Keep it simple. Avoid cluttering your signature with too much information. Stick to essential details like your name, job title, company, and contact information.
- Use readable fonts. Select fonts that are clean, easy to read, and convey professionalism. Avoid using too many different fonts or colors that can make your signature look cluttered.
- Include social media links. If relevant, add links to your professional social media profiles to make it easy for recipients to connect with you.
- Incorporate your company logo. Adding your company logo can help reinforce your brand and make your emails look more professional.
- Use dividers. Use dividers like pipes or dashes to separate different pieces of information or different sections of your signature.
- Add a call to action. Consider including a call to action, such as a company promotion, a link to your latest blog post, or an invitation to connect on LinkedIn.
- Optimize for mobile. Ensure your email signature is mobile-friendly, as many recipients will view your emails on their smartphones.
- Keep it consistent. If you have multiple email accounts, try to keep your signature consistent across all of them. This helps maintain a cohesive professional image.
- Test on different devices. Send test emails to yourself and check how it displays on both desktop and mobile. Make sure that all links work, images are correctly displayed, and the formatting remains intact.
- Update regularly. Review and update your signature regularly to reflect any changes in your contact information, job title, or company branding.
In conclusion, adding an HTML signature to Outlook may seem like a small detail, but it can make a big impact on your professional communication. By following the steps outlined in this guide, you can create an email signature that not only looks great but also adds a touch of flair to your messages 😊
