Support

How do I set up Signatures?

Provided below are step by step instructions on how to set up Email Signatures for different versions of Microsoft Outlook and Mac Mail.

Please Note: We do not take responsibility if something goes wrong. Please use this guide at your own risk and ensure you already have some technical ability. If you are in doubt contact your IT support team for help.
Please note: Outlook 2007, 2010 and 2013 do not support animated GIFs.
If you are using Animated Banners with Outlook 2007, 2010 and 2013 you will not see the banner rotating. However, other clients will see it rotating fine when you send it out. Send a test email to another client like Gmail or Hotmail to test.


One Email Signature, several people using it

Other people within your company can use the same email signature - they just need to update the relevant content once installed. They can do this within the editor of any email client. Things like title and name are easy, just click into the signature and edit it in the editor. The only slighly tricky thing is making sure the email addresses or any web links that need changing are updated by using the link feature the editor. This means they will need to click on or highlight the link > click on the link icon and update the link/email address which will update the code behind it.


If you are using Microsoft Office 365 - Outlook Online

  1. Login and click on Outlook in the top navigation bar

  2. Click on the cog icon to the very top right of your browser and select Options

  3. Under the Layout menu select Email signature in the left column

  4. Go to the web address that we have sent you for your online email signature. Click 'Ctrl A' and then 'Ctrl C' on your keyboard (this will select your signature and then copy it).

  5. Go back to your signature section in Outlook, click in the signature area and then click 'Ctrl V' (this will paste in your signature).

  6. Make sure you check the check box that says 'Automatically include my signature on messages I send and then click Save.

  7. Now when you create new emails to send, your signature will automatically appear.


If you are using Microsoft Outlook 2010 and 2013:

  1. Go to 'File' > 'Options' > 'Mail'.

  2. Click 'Signatures'.

  3. Click 'New'.

  4. Give your signature a name, e.g 'My Signature'.

  5. Click 'OK'.

  6. With your new signature selected change the drop down menu on the right of the page next to 'New messages' and 'Replies/forwards' to say My Signature.

  7. You don't need to put anything into the signature, we are just doing it so that Outlook creates the files it needs. Click 'OK' and you are done.

  8. Close Outlook.

Locate your signature folder;

  1. c:\Users\[yourusername]\AppData\Roaming\Microsoft\Signatures
    If you don't see the file extensions go to 'Tools' > 'Folder Options' > 'View' and uncheck 'Hide extensions for known file types'.

  2. You should see 3 files created for your signature (MySignature.htm, MySignature.txt and MySignature.rtf)

  3. Rename the HTML file that we sent you in the zip folder to the name that matches your new signature name (eg MySignature.htm) and then copy it.

  4. Past the signature into your Signatures Folder (to paste over the generated one by Outlook). Make sure it was the same name.

To start using your new signature

  1. Restart Outlook.

  2. Click 'New'.

  3. Click on 'Signature' and select your signature from the list. Your signature will now be added to your mail.


If you are using Microsoft Outlook 2003 and 2007:

  1. Go to 'Tools' > 'Options' > 'Mail Format'.

  2. Click 'Signatures'.

  3. Click 'New'.

  4. Give your signature a name, e.g 'My Signature'.

  5. Click 'OK'.

  6. You don't need to put anything into the signature, we are just doing it so that Outlook creates the files it needs. Click 'OK' and you are done.

  7. Close Outlook.

Locate your signature folder;

  1. Windows Vista, 2003, 2007 - c:\Users\[yourusername]\AppData\Roaming\Microsoft\Signatures
    Windows XP - c:\Documents and Settings\[yourusername]\Application Data\Local\Microsoft\Signatures
    If you don't see the file extensions go to 'Tools' > 'Folder Options' > 'View' and uncheck 'Hide extensions for known file types'.

  2. You should see 3 files created for your signature (MySignature.htm, MySignature.txt and MySignature.rtf)

  3. Rename the HTML file that we sent you in the zip folder to the name that matches your new signature name (eg MySignature.htm) and then copy it.

  4. Past the signature into your Signatures Folder (to paste over the generated one by Outlook). Make sure it was the same name.

To start using your new signature

  1. Restart Outlook.

  2. Click 'New'.

  3. Click on 'Signature' and select your signature from the list. Your signature will now be added to your mail.


If you are using Microsoft Outlook Express:

  1. Save the attached HTML file to your Desktop. Do not rename the file.

  2. Open Microsoft Outlook Express.

  3. From the menu select the 'Tools' drop down and select 'Options'.

  4. The Options palette will open.

  5. Select 'Signatures' from the available tabs.

  6. Click 'New'.

  7. Go to the 'Edit Signature' section.

  8. Select 'File'.

  9. Click 'Browse', choose the file you saved earlier to your 'Desktop'.

  10. Click 'Apply' and then 'Ok'.

That should be it, when you send a new email the template should appear and be ready to type into.


Running a prompt to find your signatures folder

You can run a prompt in Windows to find your email signature folder. Depending on the Windows version you have will depend on the prompt to run (sometimes these may not work depending on your set up).

Locate your signature folder: In a "Run" prompt (you will find "Run" in your start menu or by typing Windows Key+R).

For XP copy and paste %userprofile%\Application Data\Local\Microsoft\Signatures (you will need to update 'userprofile' to the name of the user
For Vista copy and paste %userprofile%\AppData\Roaming\Microsoft\Signatures (you will need to update 'userprofile' to the name of the user
For Windows 2007 copy and paste c:\\Users\\<userprofile> \\AppData\\Roaming\\Microsoft\\Signatures (you will need to update 'userprofile' to the name of the user)


Mac Mail

  1. Open the website link we have sent you to your email signature.

  2. Copy everything on the page - on your keyboard click 'Command A' (shortcut to select everything) and then 'Command C' (shortcut to copy your selection).

  3. Open the signature section in Mac Mail - File > Preferences > Signature > click + icon and name your signature.

  4. Paste in your email signature - 'Command V' (shortcut to paste in what you've copied to your clipboard).


Notes

If you cannot see the folders mentioned above it means you cannot see your hidden folders. To display your hidden folders go to Computer > click on Tools (at the top left of page) > Click on Folder Options from the drop down > Click on the View tab > click on the radio button that says 'Show hidden files, folders and drives.' You will now be able to see the folders mentioned above.