Author Archives: Kamil

Black Friday 2021: email signature inspirations

Black Friday 2021 free signature templates & inspirations

Black Friday shopping spree is coming! Everyone is saving up some extra money, checking advertising materials, and expecting the best deals to come. All around the world, spouses are being convinced that it’s the best moment to buy a big, expensive, 9+ Lego set for their still unborn child; or that this 36th pair of shoes is an absolute must and is needed right here, right now. At the same time, teens are coming up with best negotiation tactics and hard data to show that this fantastic smartphone (or another gadget) will boost their school accomplishments tenfold. A lot is going on, no doubt.

It is also a busy season for the salespeople. All is revolving around marketing and promotion, and there are different ways to handle it. Of course, you can turn to all these common advertising channels as in previous years. But why forget about email signatures which are an effective and non-expensive marketing tool? Especially when your potential prospects’ mailboxes are probably already teeming with mostly unread newsletters. Instead, you can use email signatures as a less intrusive promotional method.

To help you in this respect, we have prepared 4 attractive signature templates with seasonal banners you can use for free in promoting your campaigns & deals.

Best Black Friday 2021 signature templates

Black Friday is all about selling. That’s why a perfect email signature for this occasion should include a special banner which tells all about your deals and encourages your customers to get at it. Let’s see what we have in store for you.

Make your offer stand out

Black Friday free email signature inspiration

Nice, eye-catching banner with bold typography and contrast colors is a perfect recipe for a successful promotion of a Black Friday campaign. The promotional aspect doesn’t make it any harder for your customers to locate the contact data. Don’t forget about including your logo to work on that brand awareness. We’ve also included a sample legal disclaimer, so feel free to adapt its content to your needs and stay compliant.

Download this Black-Friday-themed template or edit it in our email signature generator completely free of charge

Simple & effective design

Free Black Friday email signature template

This two-column signature template is a proof that simplicity can go hand in hand with effective communication. The big banner on the left will grab the attention of your customers & encourage them to click the shop now button. And if they look for your contact information or company’s social media links, they will find them easily on the right.

Grab this simple yet effective signature template and use it to promote your Black Friday campaign

Sell with good taste

Email Signature template for Black Friday campaigns

Is elegance an important ‘ingredient’ of your company’s image? Do you sell premium products? Do your customers look for classy solutions? If you’ve answered ‘yes’ to at least one of these questions, we’ve got a template for you! The golden and black elements make a perfect combination to create a tasteful design which will encourage customers to buy from you. And if they want to contact you, they will easily find all the necessary information. Finally, this email signature looks equally good (if not better) when viewed in dark mode.

Download the template or adapt it to your needs with our email signature generator to enjoy premium experience in your email communications

Joy of buying

Get a Black Friday email signature for free

With this signature template, you’ll put your customers into good mood. The banner is full of bright and vibrant colors to give your recipients a break from gloomy emails they are used to. The upper half is seemingly in the shadow but it’s still clear, informative, and consistent with the banner in terms of colors. It’s worth adding that the template works just as well in light and dark mode in Outlook (and other email clients, too).

Download this Black-Friday-themed email signature template and bring joy to everyone

See also

All about canned responses in Outlook, part 2: Outlook templates & email signatures

Canned responses part 2 - Outlook templates, OFT, email signatures

Canned responses can make your job much easier. They save you from having to do repetitive work and make it quicker to provide helpful answers to recurring questions. This article shows how to use canned responses with Outlook email templates (OFT files as well as with the My Templates add-in) and with email signatures. At last, I’ll show you how to manage canned responses for the whole team or organization at the same time.

This is the second part of the article about canned responses in Outlook. See part 1 in which I explain how to use Outlook Quick Parts.

Outlook templates (OFT)

There are two kinds of Outlook templates: OFT and My Templates. I’ll dive into the first variant first, as it is the better-known one.

OFT (Outlook file template) is a separate file which contains not only the email body but can also include a subject that you define. Here’s how to use them:

  1. To create a new OFT file, start composing a new email in Outlook. Once you prepare your email contents, click File and Save as.
Outlook - new OFT template
  1. Now, from the Save as type dropdown, choose Outlook Template. Type in a file name and save the file.
Outlook - new OFT template - save as OFT
  1. To use a saved Outlook email template, click New Items > More Items > Choose Form.
Outlook - use Outlook email template
  1. Finally, from the Look In dropdown, choose User Templates in File System, click the appropriate template and then click Open.
Use Outlook email template

Pros and cons

Pros:

  • They support all the formatting options.
  • Fine for new emails.
  • Can be used in Outlook rules as an automatic response.

Cons:

  • Extremely troublesome to use them for replies and forwards (and canned responses are, by definition, replies).
  • No way to insert them directly into a reply.
  • Don’t work in Outlook on the web.
  • No way to centrally manage them for a team or the whole organization.

My Templates in Outlook

My Templates is a built-in Outlook add-in which lets you add canned responses similarly to Quick Parts, but I find it a bit more intuitive. Here’s how it works:

  1. In a message composing window (it works in email preview, too), click the View Templates button. In the desktop Outlook, it’s located in Message > My Templates, while in Outlook on the web, you need to click more options (the tree dots icon) and then My Templates.
Outlook desktop - My Templates button
Outlook on the web - My Templates button_2
  1. In both Outlook email clients, clicking this option will show up a new pane to the right. To add a new canned response, click the plus (Template) icon.
Outlook on the web - add a new template
  1. Now, the My Template editor has no formatting options. You can use keyboard shortcuts to make slight adjustments (like Ctrl+B for bold), but it’s easiest to simply compose your canned response in the standard Outlook new message window and paste the contents here. Click Save when you’re done.
Outlook on the web - save a new template
  1. After your template is saved, all you need to do is open the My Templates add-in and click the template you want to use.

Pros and cons

Pros:

  • Similarly to Outlook Quick Parts, it’s easy to use.
  • Can be used if you reply in the email preview pane (you don’t have to open the message in a new window).
  • Works for both desktop Outlook and Outlook on the web.

Cons:

  • The editor does not support any formatting options. You can paste formatted text and images into the add-in pane, but it will not be displayed correctly in the preview box.
  • There’s no way to centrally manage canned responses for a team or entire company.

Email signatures

I won’t elaborate on how to add and use email signatures. You can refer to this guide if you need instructions on how to set them up.

The email signature feature is usually used for your professional HTML email signature. They often include contact details, company branding, a marketing banner, maybe a legal disclaimer. But if you dare to think a bit out of the box, the signatures feature is perfect for canned responses.

Pros and cons

Pros:

  • Support all the formatting elements and images.
  • Work in desktop Outlook and Outlook on the web.
  • Can be managed centrally for a team or entire organization!

Cons:

  • By default, you can set up only one email signature in Outlook on the web. However, in the next section I will show you how to fix that with a third-party tool.

Centrally manage canned responses for your team

If you want to centrally manage canned responses (via email signatures) for your team using native options, you can use the following solution:

VBScript: create an HTML Outlook email signature for the whole company – this method uses GPO to create personalized HTML email signatures for the whole company. You can use it to deploy canned responses as well. It deploys signatures to Outlook for Windows. The problem with this solution is that it requires some scripting and HTML knowledge. It also personalizes signatures based on local AD, which is a problem if you use Azure Active Directory. It’s also quite problematic when it comes to updates.

Fortunately, there is a third-party alternative which doesn’t suffer from those limitations.

CodeTwo Email Signatures for Office 365 lets you create email signatures for the whole company directly from a web browser.

One of the out-of-the-box examples of use is to manage canned responses for a team or the whole company. You can set up as many canned responses as you need. They can include the message body itself as well as a signature and a relevant disclaimer. Each user (or users belonging to certain groups) will be then able to pick the canned response directly in their Outlook or Outlook on the web.

How to use email signatures as canned responses – see this guide to learn how to set it up.

All about canned responses in Outlook, part 1: Quick Parts

Canned responses in Outlook: Quick Parts

Repetition is a normal part of email communication. For most mailbox users, it’s very common to receive almost identical questions from different senders all the time. That’s where canned responses come in handy. Instead of typing (or pasting) the same solution each time, you can tell your Outlook to use an email template you’ve prepared earlier. There are three different ways in which you can set it up. In the part 1 of the article, I explain how to use Outlook Quick Parts for your canned responses needs.

Canned responses in general

Some people might think that using a pre-made template shows that you don’t really care about the recipient. After all, you’re using a generic message for everyone. It’s like you don’t treat your recipients as separate human beings with their own issues, problems, and questions.

WRONG!

Using canned responses, apart from boosting your productivity, means that you actually care more. Here’s why:

  • You can fine-tune your canned responses to be as helpful as possible. Include useful links, make sure the formatting is perfect, etc.
  • A canned response is usually created based on an actual email that you send as a response to a specific question or problem. But instead of sending an email in a rush, you can take your time to proofread it and make sure the message is easy to follow.
  • Having canned responses doesn’t mean you need to send generic messages. Some parts are meant to be personalized. Hopefully, you won’t send emails starting with Dear recipient, or Hello *First Name*.
  • If you receive follow-ups to your canned responses, it’s usually a great idea to make some changes in them, e.g., add more info just to be extra helpful and go the extra mile for your recipients. They will be more satisfied, and you will be able to provide assistance more quickly, which will leave more time to focus on other things.

In the end, like with any other tool, it all comes down to how you use your canned responses. Just because you can break your finger with a hammer doesn’t mean you should label it as dangerous and stop using it whatsoever.

Outlook Quick Parts

Quick Parts is probably the most-used tool for managing canned responses in Outlook. They contain “building blocks”, which you can insert into any of your messages. They are based on an existing email fragment, which means that you can store formatted text, images, gifs – everything you would normally see in an email.

How to create a new Outlook Quick Part

  1. To create a new Outlook Quick Part, compose its content first. Then highlight it and go to Insert > Text > Quick Parts > Save Selection to Quick Part Gallery.
Outlook new Quick Part - Save selection to Quick Part Gallery
  1. The new window (Create New Building Block) has a few fields that you can edit:
    • Name: by default, its value is automatically set to the beginning of your canned response. Change it to something understandable and easy to find.
    • Gallery: best to leave Quick Parts as default. If you change it to something else, it will not be easily available from the Outlook’s ribbon.
    • Category: You can group your canned responses to different categories. This is especially useful if you have a lot of canned responses for different purposes. By default, there’s only one category: General.
    • Description: specifies the tooltip that will appear when you hover over a chosen Quick Part.
    • Save in: specifies the Word Template used by Outlook to compose emails. In most cases, you’ll probably leave it as default.
    • Options: defines how the building block will be pasted later on. The Insert content only option is the most versatile one, but you can also choose to insert content in its own paragraph or page. In short, it will add different non-printable characters.
Outlook Quick Parts - create new building block

How to use Quick Parts

Using Quick Parts is extremely easy. In Outlook, go to Insert > Quick Parts and click a building block of your choice. Left clicking it will immediately add your canned response to your current cursor location. If you right-click a building block, you can choose to insert a Quick Part at the current position (default), at the beginning of an email or at its end.

Outlook insert canned response

How to edit Quick Parts

Now this one is a bit tricky. If you want to edit the contents of a building block, you need to overwrite an existing Quick Part:

  1. If you want to edit the name of a Quick Part, change its description, or assign it to a different category, open a new email in Outlook, go to Insert > Text > Quick Parts. Next, right-click the right canned response and choose Edit Properties.
Outlook Quick parts - edit properties
  1. The problem is, editing properties doesn’t let you change the most obvious part of Quick Parts: its content. To edit the content, open a new message and insert the Quick Part you want to edit.
  2. Make all the necessary adjustments. After that, select all (Ctrl+A), click Quick Parts > Save selection to Quick Parts Gallery.
  3. Use the exact same parameters as when you created the building block the first time (i.e., Name, Category, Save in).
  4. When Outlook asks you whether you want to redefine the building block entry, confirm your intention. If there is no confirmation window, it means you’ve just created a duplicate Quick Part.
Quick Parts - redefine building block entry

How to delete Quick Parts

Deleting Quick Parts is a very useful feature. The obvious use case is when some templates become outdated or no longer useful. However, because Quick Parts are what they are, the editing process makes it easy to create duplicates, which can cause Quick Parts to lose its effectiveness.

  1. To delete an Outlook Quick Part, start composing a new email in Outlook, click anywhere within the message body, and go to Insert > Text > Quick Parts. Right-click any Quick Part and select Organize and Delete.
Outlook Quick Parts - organize and delete
  1. In the Building Blocks Organizer, click the Quick Part you want to delete and click the Delete button below.
Building Blocks Organizer - Delete Quick Parts

Pros and cons

Pros:

  • Once you learn how to use them, it’s quick and easy.
  • They support all the formatting options.

Cons:

There are some scenarios in which you won’t be able to use Outlook Quick Parts:

  • If you’re replying to a message within its preview (Reading Pane), the Quick Part gallery will not be available for you – the Insert tab is not available there. Quick Parts only work when you open an email in a separate window. So, when you’re in the reading pane, use the Pop Out option to make your canned responses available.
  • If the Quick Parts icon is greyed out, your cursor is most probably out of the email body. Not a major disadvantage, but this can be annoying.
  • They don’t work in Outlook on the web.
  • There’s no way to centrally manage them for a team or entire company.

Read more:

Best email sign-offs – find a perfect way to end a perfect email

You’ve just finished composing a perfect email. Double-checked for any errors or typos. Simply put, you’ve created a well-composed piece of art. And then, you get blocked by the shortest and, in theory, easiest email part – the email sign-off.

Best email sign-offs

What is an email sign-off?

An email sign-off (email ending / email closing) is a short phrase added at the end of an email, right above your email signature. Using it stems from the simple truth that most people learn in the primary school – every text should have a beginning, middle and ending. The closing phrase shows where the email’s body ends and is one of the primary elements of netiquette. It is an indicator of good or bad manners and can clearly highlight your expectations. Without this email ending, your message might be seen as unfinished. In short, it’s quite important.

Best practices

  1. Keep your sign-off consistent with email body. Writing in a super formal style and ending with “Yo” would be ridiculous. Similarly, an informal, private email ending with “Your sincerely” is simply off.
  2. Use only one. Sounds ridiculous? Then ask yourself a question if you’ve ever seen an email ending with:

    Looking forward to hearing from you.
    Thank you in advance.
    Best regards.


    This combination or even the use of any two items from this list is a clear indicator that the sender is not sure how to end their email.
  3. When in doubt, imitate. Using the same sign-off as the person who emails you is the safe option. There’s nothing wrong with playing it safe. Unless the sender chooses something really strange as their closing phrase.
  4. It’s OK to drop a sign-off in a thread. As long as you don’t take three business days to answer each email, not every single reply requires a sign-off. While email wasn’t made for instant messaging, it is often used this way. There is no need to add beginning and ending in quick exchanges. On the contrary, there is nothing really wrong with it.
  5. Add a personal touch. You probably don’t have time to think about how to make each email unique. That’s why in most cases you might be using plain, boring sign-offs that suit every situation. However, from time to time, you can add a personal touch, for example, by writing “Thank you for (insert the specific reason)” or “Have a nice trip” when you know someone is about to take one.

5 Bad practices (or which sign-offs NOT to use)

It doesn’t matter if you write a formal email to your professor or email your friend some books in an attachment, there are email sign-offs that are generally a bad idea.

  1. Sent from my iPhone – a truly cringeworthy sign-off. It’s been made fun of; organizations look for ways to automatically get rid of it, but still it persists. When you use it, it’s not clear what you mean by it. It might mean that the recipient might see some fat finger syndrome symptoms, or that the sender prefers this kind of mobile device. In general, for the recipient, it doesn’t make any difference if you are emailing from an iPhone, Android, toaster, or a flying saucer, as long as they get the message.
  2. “Always look on the bright side of life” – or any other quote, motto, or a joke. If the recipient likes the quote, they might enjoy the first time they see it. Later on, it becomes just an unnecessary and annoying space filler, no matter how great “The Life of Brian” (or any other quote source) was.
  3. Thank you in advanced – this, together with a lot of other permanently misspelled sign-offs might trigger your recipient. It’s like reading about “updatations”.
  4. ASAP – if you’re in a hurry, need a lightning-fast response and, in general, a lot depends on a quick reaction, there’s nothing wrong with letting your recipients know about that. But even when the issue’s priority is high, ending an email with a clean ASAP is a bit too much.
  5. Waiting for a positive response – the phrase itself might be considered OK in the right context. The problem is, it is usually preceded with an offer that can and, in most cases, will be refused. The sign-off itself definitely doesn’t improve chances of an actual positive response.

Universal email sign-offs

The sign-offs below should work in almost any scenario, but for the emails when you should be super formal or when you’re writing to your dear and near ones:

  1. Best/All best/All the best – one of the most neutral options for ending an email.
  2. Thank you in advance – it’s a nice option if your email contains a request. Apart from showing good manners, it might be super helpful if your recipient misses the point of you needing something from them.
  3. Let me know if you need anything else – a bit wordy but still a great way to finish off a conversation in which you provided some assistance.
  4. Hope it helps/Let me know if it helped – it’s a great option right after you give someone instructions on how to fix something.
  5. Much appreciated/Thank you for your time – if someone helped you, it is far better to thank them than to end with a generic “Best regards”.
  6. Thanks – simple but works in almost any situation.
  7. Have a great weekend/vacation/etc. – you won’t always be able to use it, but this level of personalization proves that you care and listen to others. Just don’t use ”Have a great life”.
  8. Stay tuned – suitable for both formal and informal emails if you want others to expect follow-ups or some big news.

Formal email sign-offs

Formal email closings are the ones you should use when you contact someone for the first time, don’t know them in person, or you’re not quite sure about what to use. Remember, you don’t necessarily need to use formal options in business emails – again context is everything.

  1. Regards, Best regards, Kind regards – all those options are pretty much universal for email sign-offs. Formal, but not too formal, you can pretty much use them in any email. Even occasional appearance in informal emails won’t kill anyone.
  2. Sincerely, Your Sincerely, Sincerely Yours – much higher in the official ranking. In most situations, it might be considered as too official, archaic, or reserved for snail mail.
  3. Respectfully – the super formal email closing variant.
  4. Looking forward to hearing from you – that’s a nice way of saying you can’t wait to get a reply.
  5. Awaiting your response – the colder variant of the sign-off above. You will usually see it in follow-ups.

Informal email endings

Like mentioned before, informal email endings might appear in business correspondence. Usually, there’s nothing wrong with keeping conversation casual, especially if your recipient is not a complete stranger and, preferably, is around your age.

  1. 😁, ;] – some people 💗 to end their 📧 with an 😊, 😅, 🤗 or other emoji. It’s quite 👍 for informal messages. Just remember that some people simply prefer words. Too many emoticons might make them go (╯°□°)╯︵ ┻━┻
  2. Cheers – one of the most common informal email endings. It doesn’t get simpler than this.
  3. Take care – usually reserved for the end of a conversation, when you know that all you meant to discuss on a particular subject has been discussed.
  4. Warm regards/Warmest/etc. – the raised temperature makes this sign-off less formal than simple “Regards”. Warm seems to make this ending more emotionally charged.
  5. WDYT? (what do you think?) – for your recipient, it’s a clear indicator that their opinion is expected. Without it, some emails are likely to be read, archived, and forgotten. The abbreviated version is more suitable for colleagues than business contacts.

Private correspondence sign-offs

This section is different from the one on the informal email endings above in that the suggestions below won’t work for business emails.

  1. Love/Hugs/Lots of love/XOXO – there are a lot more variations; all of these emotionally charged closings are nice when you’re emailing someone very close to you.
  2. Thx – expressing gratitude and appreciation is a good practice. However, to use this option, you need to know the recipient pretty well.
  3. Let’s kick some ass! – such references to a… healthy competition might inspire and boost morale. This one, however, might be considered as a bit too informal or straight offensive. Make sure to read the room before you send such a sign-off to anyone.

Professional email sign-offs

Like I’ve already mentioned, it’s not the formal or informal style which makes a sign-off suitable for professional business correspondence. Depending on the context, you can use any sign-off from the Universal, Formal, and Informal groups. That’s why I’ve saved this part for alternative ways to use the ending phrase in your email.

  1. If you want to schedule a meeting with me, click the Book Now button in my email signature – a modern email signature has evolved from a simple line with your name in it to something much useful. One of the ways in which it can be used is making scheduling meetings easy. Mentioning this fact in your sign-off shows your recipient that the button is not for show but, in fact, the preferred way to contact you.
  2. You can find more helpful articles on my blog (check the link in my signature) – your email signature can be very useful to your recipients. Pointing it out might be helpful when someone is not expecting that a signature can be a useful email element.

There are lots of different ways in which email signatures might be used. Be careful, though. If you add a complete email signature with marketing banners, social media buttons, customer satisfaction surveys and so on to each email, the actual content of the conversation might become overflowed with signatures. A good way to prevent this is to use different signatures for the first and consecutive messages.

Unique email sign-offs

“Unique email endings” are the phrases that you probably won’t see very often. I’ll list these less popular sign-offs together with the most probable explanation for why they haven’t taken over the world of email.

  1. V/R (“Very Respectfully”) – although I’ve seen someone trying to use it as “Virtual Regards”. This case is quite strange as it’s a very formal ending, made vastly informal by abbreviating it. Also, the simple fact that most people need an explanation of what it means makes it unlikely to become a go-to email sign-off.
  2. Best Wishes – while quite natural for informal letters and postcards, coming across this sign-off in an email is not as common. There’s nothing wrong with it, but it rarely fits the context.
  3. Rgds – the lazy version of Regards. Theoretically, everyone should understand what it means. Unfortunately, recipients might wonder how much time is saved by typing three letters less.
  4. Your faithfully – an extremely rare sighting in emails. In standard letters, it is the sign-off reserved for formal letters when you don’t know the recipient’s name. There’s nothing wrong with using it in an email if the context is right.
  5. To infinity and beyond! – OK, I’ve never seen this one in real life, and it would fall under the quotes category, but I’m (unsuccessfully) trying to convince myself that it could work for an occasional informal email.
  6. MfG (Mit freundlichen Grüßen) – it’s actually a very popular email ending, but not for emails written in English. What I especially like about it is that 90% of emails I’ve received in German have this exact sign-off. Still, I admit it may be a statistical anomaly because I haven’t received that many emails in this language…
  7. If I don’t make any sense, blame the autocorrect – I find it (and all the other tributes to autocorrect or fat fingers) a better alternative than “Sent from my iPhone”, but still, if you have time to be this verbose, you should also be able to scan the whole email for typos and autocorrect fails.

Sign-offs versus signatures

An email sign-off is not the same as an email signature or a disclaimer. Although they usually come together, they serve different purposes.

  1. Email sign-offs still count as the middle of an email’s body. Netiquette aside, they make the email content whole. Often, without an email closing, a message looks incomplete, and the recipient might wonder if the email wasn’t prematurely sent.
  2. Email signatures serve other important purposes, the most important ones being to identify the sender and give some information about them. But they also carry the branding value, make emails compliant with corporate identity, can be used for various marketing activities, include scheduling/meeting links, or collect customer feedback. If you want to create your own professional email signature, you can use our free email signature generator.
  3. Email disclaimers are the “legal mumbo-jumbo thingies” at the bottom of an email. While their legal effectiveness has been put in doubt on numerous occasions, there are situations in which they are required for business communication. Still, nothing can excuse an exclaimer being a two-page long essay, especially when added to a three-word long email. See some good email disclaimer examples

If you don’t want to worry about the email closing each time you compose your message, you can add one of the neutral examples to your automatic email signature, just above the signature itself.

Read more

How to set up an HTML email signature in Apple Mail

UPDATE: This article was updated on September 13, 2021.

Creating and adding your email signature to Apple Mail (or Mac Mail, whichever name you like more) should be as easy as possible. Is it, though? If you’ve ever had any problem with setting up your email signature in Apple Mail, this guide is for you. I’ll show you how to create an email signature with a free email signature generator and how to add it to the Apple’s native email client.

How to add signature to Apple Mail

How to add an HTML email signature in Apple Mail – the easy way

UPDATE: We’ve updated our free email signature generator with a dedicated option for Apple Mail. There’s no longer any need to browse through the file system or paste HTML code directly into text files. You’re welcome.

To set up a professional email signature in Apple Mail, follow this short instruction:

  1. Before you begin, a word of warning. If possible, don’t use the email signature generator with the Safari browser. I don’t want to point fingers, but this browser has the tendency of adding unnecessary formatting to signatures. So, unless you want to give a slight Picasso vibe with an abstract signature formatting, use another browser, or proceed at your own risk.
  2. Go to the signature generator, choose Apple Mail and follow the intuitive interface to create your own email signature. When in doubt, you can always refer to the user’s manual. When the email signature preview on the right looks great, click Apply your signature.
Apple Mail HTML signature generator
  1. Next, Copy your signature to the clipboard.
Copy Apple Mail HTML signature
  1. Start Apple Mail.
Open Mail App
  1. Then, go to Mail > Preferences > Signatures.
Mail App Preferences
  1. Before you proceed with anything else, switch from All signatures to your email account (1), add a new email signature with the + button (2) and uncheck the Always match my default message font option (3). If you don’t do it, the signature probably won’t turn out right. Next, paste the signature you have copied earlier (4) and (optionally) select it as the default one (5). Note that the signature won’t look right in the Apple Mail’s editor at this point – don’t worry about that.
Apple Mail Signatures Settings
  1. When you compose a new email, the signature should be there with all the formatting and images displayed correctly (even if they were missing in the signature editor).
Apple Mail signature standard mode

That wasn’t so hard, was it?

Now you have a professional email signature in your Apple Mail client. But what if you want everyone in your company to get a similar signature? You could rinse and repeat the whole procedure for everyone, but it might take you ages to complete such a task. Especially, if some users use more than one email client. That’s why I saved the best method for last.


Organization-wide email signature management (the easiest way)

If your company uses Microsoft 365 or Exchange Server as the email platform, you can manage email signatures for everyone, the smart way. No matter what email clients are used, no matter how many users there are, you can deploy signatures to everyone in a matter of minutes. Whether it’s Apple Mail, Outlook for iOS, or any other client used on any other device, email signature management tools let you provide instant updates to the signatures in your company.

  • CodeTwo Email Signatures for Office 365 – the #1 email signature solution for Microsoft 365 tenants. With this flexible web-based email signature service, you can manage your Microsoft 365 signatures easily from any device. It can be integrated with web analytics tools, CSAT survey tools and meeting scheduling solutions, and it is the first among competition to use the newest technologies to help you manage your branding effectively.
  • CodeTwo Exchange Rules – the best signature solution if you use Exchange Server. It lets you change a simple email signature into an effective marketing channel.
    And if you want to do much more than just manage email signatures, it includes a Pro variant which gives you full control over your mail flow.

Read more

A complete guide to mailto links in emails

Mailto links are hyperlinks which let you automatically open the default email client with a predefined recipient already typed in. Not everyone knows that in addition to the recipient, you can also define the subject, email body and cc fields of the new message. This lets you create contact links which make it easier to communicate with you. In this article, I’ll show you why it’s worth using mailto links in the first place, how you can use them and what their syntax is.

Complete guide to mailto link
Continue reading

How to set up an email signature in the built-in Mail app for Windows 10

Email Signatures in windows 10 Mail app

Windows 10 Mail app is a lightweight email client which comes with Windows 10. While it’s not nearly as advanced or popular as Outlook, or Thunderbird, it gets its job done and has a fair share of users. Up until recently, it wasn’t possible to format email signatures in the Mail app the way you’d like. Fortunately, now you can add a great looking HTML email signature to your email instead of using the default “Sent from Mail for Windows 10”, or a sad, plain text signature.

Design a good HTML email signature

One of the tricks to having email signatures which look the same (or at least very similar) across email clients is using tables and in-line HTML styles. Unfortunately, Windows 10 Mail app only has a basic email signature editor which doesn’t let you do much formatting. If you want your signature to include your name, basic contact info and a logo, simply pasted in a single column, then there’s no need to worry. However, if apart from contact details, you’d like to add social media buttons and format the whole thing in a pleasant way, you will need to design your email signature in another editor and then paste it to the Mail app for Windows 10.

The easiest way to create a good-looking email signature is to use our free email signature generator or download one of our free email signature templates. If you are using the generator, just leave the default email platform (Outlook) and follow the guidelines in the tool to make your own HTML email signature. When you apply your signature, and copy the signature to clipboard, you can start adding it to Windows 10 Mail app.

If you want to roll up your sleeves and create an HTML email signature from scratch, here are some articles which can help you get this done:

Once you have your HTML email signature ready and copied to clipboard, it’s time to set it up in the Mail app.

Add an HTML email signature to Windows 10 Mail app

The process is pretty straight-forward. Mind that this email client doesn’t allow you to use multiple email signatures or different signatures for replies and forwarded messages.

I’m using Windows 10 Mail Version 16005.12827.20560.0 configured with a Microsoft 365 account. Although the Inbox looks a bit differently for Gmail and Outlook.com accounts configured in Windows 10 Mail app, I’ve tested it and email signatures are configured exactly the same for both email services.

  1. First, you need to launch your Windows 10 Mail app:
Windows 10 Mail app - main window
  1. Go to Settings (the ⚙ icon at the bottom) and choose Signature from the menu on the right side of the window:
Signature settings in Windows 10 Mail app
  1. This opens the signature editor in Windows 10 Mail app. Make sure that the Use an email signature option is On and that the drop-down points to the right email account, if you have more than one configured. The editor has some basic formatting options available and the default “Sent from Mail for Windows 10” signature is already set up. Delete that text and paste your email signature (Ctrl+A, followed by Ctrl+V should to the trick, provided you have copied the signature to the clipboard).
Windows 10 Mail app Signature editor
  1. Once your signature is in the editor, you can make some adjustments. Check for typos, see if links work correctly. As you can see below, your signature might not fit entirely into the tiny editor pane, so let’s check how it looks in an actual email.
Paste email signature to your Windows 10 Mail editor
  1. When you create a new email (or reply or forward an existing one) the signature will be there just the way you wanted it to be:
Windows 10 Mail app new email with signature

After you set up your signature in the Mail app in Windows 10 (or any other email client), it’s best to send an email with your signature to yourself first to see if your images look well and if there are no formatting issues.

How to handle email signatures company-wide

Setting up an email signature for a single email client is not that hard, especially when you use a well-crafted template as your starting point. The thing is different when you think about email signatures on a company level. Companies that care about their brand identity and visual identity need to unify their email signatures. This will allow them to build their brand with one of the most commonly used communication channels – emails.

How difficult is it to deploy email signatures in a company

While manual deployment of unified email signatures is possible, it’s not easy to set up or maintain. Especially when employees can use various email clients and devices for email communication.

That’s why we came up with tools for email signature management which make designing and deploying email signatures for the whole company a child’s play, saving you a lot of time and resources.

See also: