The TimeZoneOne guide to saucing up your email footers

How to Add a Rich Text Email Signature

by David McLeod

Rich Text Format allows you to add formatting to your email with font sizes, styles, and colors. It also maintains your formatting when you exchange emails with others.

Rich Text How to Guide for Outlook 2011 on Mac, Outlook 365 and Mail on Mac

Outlook 2011 on Mac

  1. Open your email html file in your web browser.
  2. Select all and copy.
  3. Create a new signature and paste the contents of the clipboard there.

Outlook 365

  1. Open your email html file in your web browser.
  2. Select all and copy.
  3. Log in to Office 365
  4. Click on the gear icon (top right) and select ‘Options’.
  5. Click on ‘Settings’ in the menu on the left
  6. Under ‘Email Signature’ there’s a text editor, click in it and paste.
  7. Under Message format, make sure the HTML is selected,
  8. Click save

Mail on Mac

OSX 10.8
  1. From Mail, go to Preferences / Signature
  2. Create a new signature for your account by clicking on the + sign. This will create an automated signature
  3.  Quit Mail. Simply closing the window is not enough, so be sure you Quit the program.
  4. Open Finder, and go to your Library. If you click on the Go tab, you will reveal the Library by holding the “option” key on your keyboard down
  5. Go to Library/Mail/V2/MailData/Signatures/
  6. Sort the signature files by Date, and copy the name of the youngest file. These are the files that end with .mailsignature. Unlock the file (if it’s locked).
  7. Change the name of your .mailsignature  file by pasting the name of the file in Signatures folder
  8. Copy/Paste your signature file (or drag) into the Signatures folder. When they ask you if you want to Replace the file, replace it. If they do not ask you, then you are either not copying a .mailsignature file, or you did not copy the file name properly.
  9. Open Mail, and that’s it, your signature is installed
OSX 10.7
  1. In Mail, open Preferences and click on the Signatures icon.
  2. Create a new signature by clicking on the plus icon (you can just leave the signature blank for now).
  3. Quit Mail. Simply closing the window is not enough, so be sure you Quit the program.
  4. Open the attached HTML file in Safari
  5. In Safari, go to File > Save As and save the file as a Web Archive to your desktop.
  6. Open Finder, and go to your Library. If you click on the Go tab, you will reveal the Library by holding the “option” key on your keyboard down
  7. Go to Library/Mail/V2/MailData/Signatures/
  8. Copy the file name of the .webarchive file in that folder (It will have a weird name like iucxwes-ndccghyte-vvhtrfs-fdfdffs.webarchive or something).
  9. Give the .webarchive file on your desktop with that exact same file name.
  10. Copy the .webarchive file from your desktop into the Library/Mail/V2/MailData/Signatures/ folder (replacing the existing file.
  11. Re-open Mail and your blank signature should’ve been replaced by the new one
Older Versions
  1. In Mail, open Preferences and click on the Signatures icon.
  2. Create a new signature by clicking on the plus icon (you can just leave the signature blank for now).
  3. Quit Mail.
  4. Open the attached HTML file in Safari
  5. In Safari, go to File > Save As. Then, navigate to Your Home Folder > Library > Mail > Signatures. We want to overwrite the signature that you just created in Mail. Click on the existing signature file, make sure that the format is set to Web Archive, and hit Save. (If there are multiple files in this folder, switch the save dialog to the list view. The signature that you just added in Mail should be the file that was last modified just a few minutes ago.)
  6. Re-open Mail and your blank signature should’ve been replaced by the new one

Rich Text How to Guide for Outlook 2013, 2013 and iOS

Outlook 2010

  1. Go to File > Options > Mail > Signatures.
  2. Click New to create a new signature and name it “timezoneone-sig”.
  3. Type in a few nonsense letters and click Save
  4. Leave outlook open and navigate using Windows Explorer to C:\Users\YOURUSERNAME\AppData\Roamin\Microsoft\Signatures (Note that the AppData folder is hidden by default so you might need to select show hidden folders)
  5. In this folder, replace the “timezoneone-sig.html” with the attached file.
  6. Go back to Outlook, find you new signature and edit the contact details.

Outlook 2013

  1. First you’ll need to select to show hidden folders
  2. Go to your File Explorer (Windows key + E)
  3.  Select your hard drive (C:/ for most users)
  4. Click on the Organize drop-down box
  5. Click on the Folder and Search options tab
  6. In the folder options, select the View tab, and make sure show hidden folders is selected, and uncheck hide extensions for known file types
  7. Open File Explorer (Windows Key + E)
  8.  Go to YOURUSERNAME/AppData/Roaming/Microsoft/Signatures/
  9. Paste your .HTML signature in the Signatures file.
  10. Rename the file by changing the extension from .HTML to .HTM
  11. Open Outlook 2013 and go to FILE
  12. Go to Options
  13. Click on the Mail Tab and then on the Signatures button
  14. You should see your signature in the list of Select signatures to edit box.  The name of your signature will be your file’s name.  Also, in the Edit signature box, your signature may not display properly.  Do not worry, this is perfectly normal.  Do not make any alterations.  Make sure that you choose your signature in the New Message and Replies/Forwards

iOS

  1. Send yourself an email message from your computer or device that already has HTML signatures set up on it. It can be just a blank email with your signature.
  2. Open the email in the Mail app on your iPhone or iPad.
  3. Press and hold down on the signature in order to bring up the selection tool. Move the anchors so you have the entire signature highlighted.
  4. Tap on Copy.
  5. Press the Home button to return to your Home screen.
  6. Launch the Settings app.
  7. Tap on Mail, Contacts, Calendars.
  8. Tap on Signature under the Mail section.
  9. Tap on the account you’d like to add the signature to if you have signatures set up per account.
  10. Tap in the signature field to bring up the selection tool again.
  11. Tap Paste in the popup menu.
  12. Shake your iPhone and tap Undo in order to remove any automatic formatting iOS may have done. This will bring back any colors or other HTML content that may not have shown up in the original paste.

About the Author

David McLeod

David McLeod

Solution Architect

I love the internets, but while most people love the cat videos and memes, I'm more interested in the bits of code and the interactions between them, other bits of code and the end-user.

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