Author Archives: Kamil

How to set up an HTML email signature in Apple Mail

Creating and adding your email signature to Apple Mail 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

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, leave the default email client (Outlook) 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 your Mail App.
Open Mail App
  1. Then, in Mac Mail, 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). The signature won’t look right in the Apple Mail’s editor at this point.
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

Not so hard, was it?

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

This method is not that hard, but definitely takes more time than the previous one. You might wonder why would anyone want to choose the hard way when the first method is so easy and works well?

I might have failed to mention one tiny detail. If you use the easy way, your email signature will not be entirely dark mode friendly:

Apple Mail signature dark mode not-so-friendly

While dark mode in Apple Mail isn’t the most reliable and tends to behave unexpectedly (whenever I open any email for the second time, the background magically becomes white), you can set up your signature to be completely dark mode friendly. The method described below is also a fallback option if you can’t set up your HTML email signature the easy way, whatever the reason.

  1. In the email signature generator, follow the same steps you would follow in the easy way. But instead of Outlook, choose Thunderbird as your email platform. When you click Apply your signature, you will be able to Generate the HTML code of your signature. Highlight and copy everything starting from <BODY to </BODY> (included). Copy it to the clipboard or a text file: you will need it later.
Apple mail signature generator HTML
  1. Then, launch your Apple Mail and go to Mail > Preferences.
Mail App Preferences
  1. On the Signatures tab, select your email account in the leftmost column, add a new email signature using the + button and close the Mail App.
New default Apple Mail signature
  1. You may ask, “What about the signature?”. It needs to be added in a completely different way. Now comes the hard part. Click your Finder app.
Open Finder App
  1. Click the Go menu, hold your Command key and click Library. Remember that this directory will be hidden unless you hold the Command key.
Finder Library
  1. Go to Mail > V8 > Mail Data > Signatures (the V8 folder can have a different number). In this folder, take a look at the Date Modified values and find the most recent file, ignoring the AllSignatures.plist and AccountsMap.plist ones. Your file will have a long ID and the .mailsignature extension. Right-click this file (or ctrl+click if you are the owner of a one-button mouse) to bring out the context menu. Choose Open With > Text Edit (the Notepad of Apple users).
Edit signature in TextEdit
  1. Now, you need to delete everything below the line which starts with Mime-Version. Everything in the orange frame below should be deleted. Then, paste the HTML code from step 1.
SIgnature file - replace with HTML code
  1. After you paste the HTML code, go to File > Save and close TextEdit.
Save your HTML Apple email signature
  1. The next time you compose an email, you should be able to pick the new dark mode friendly email signature.
Apple Mail signature dark mode friendly

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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
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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 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:

Help #FlattenTheCurve with free COVID-19 email signature templates

If you want to do your part to help #FlattenTheCurve, you can use our free email signature templates. They include dedicated static and animated banners with WHO-based guidelines on how to help limit the spread of coronavirus. Click the links below to get more info about each COVID-19 email signature template, download it or customize it using our free email signature generator. Either way, you’ll get instructions on how to implement the selected signature in the most common email clients and platforms.

Help flatten the curve with free covid-19 email signatures
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Signature line for email – all about short email signatures

Are short email signatures, sometimes called email signature lines, a good choice if you care about branding in your everyday email communication? In this article, I’ll try to explain why, how and when it’s better to use a compact email signature layout instead of a sophisticated, complex signature template.

Email signature line
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How to design an email signature and disclaimer for a lawyer

Is there really anything special about email signatures for lawyers or attorneys? Actually, there is. Email signatures are like your digital business cards, only they tend to last longer than their paper equivalents. Lawyers send a considerable number of emails all the time and if their signature isn’t perfect, their reputation is at stake. If you want to learn how to design a good email signature for an attorney or see a sample lawyer’s email disclaimer, read on.

How to design a perfect email signature for a lawyer
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