Tag Archives: email signature

Problems with email signatures in Microsoft 365

Problems with email signatures in Office 365

[Update]: This article was last updated on June 5, 2024 with the next Microsoft 365 signature problem, appearing mostly in the new Outlook for Windows and rarely in Outlook on the web.

In Microsoft 365 (or Office 365, if you like the old name better), there are some situations in which your email signatures stop working. Here is a quick access list of the most frequent email signature management problems, with solutions:

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Animated gifs in email signatures

[Update]: This article was last updated on May 31, 2024.

For some people, animated gifs are the essence of the Internet – before them, there was nothing of interest. Gifs have opened our eyes to the magic of ultra-cute, animated kittens, memes and epic fails, to mention a few. But apart from those highly popular and reusable gifs, there is another type – simple animations which in the business world could be deemed as professional. So today, I’ll cover the idea of having animated gifs in email signatures.

Thanks to our atavistic predator instinct, nothing grabs our attention as much as a moving objects next to a static background (that is, regular email content). Animated gifs seem like they are crafted for this purpose exactly. Be careful though, as the line between “attention-grabbing” and “extremely annoying” is finer than you might think.

Animated gifs in email signatures
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Direct link to a hosted image in email signatures

[Update]: There have been important changes to how Google Drive handles direct links. See what’s this all about.

You might wonder how direct image links or direct URLs are related to email signatures. If you can use an embedded image, you do not have to worry about any links. However, linked images have some upsides: for example, they don’t increase the email size. What is more, there are situations in which linked images are the only available option. To add a linked image, you need a direct URL to it.

How to get a direct image link
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How to have an Office 365 email signature inserted only into new emails?

[Update]: This blog post was first published on July 13, 2017. It’s been updated to reflect the current steps required for a proper mail flow rule setup in Exchange Online.

Do your email signatures pile up at the bottom of your conversation threads? Well, I have bad news and good news for you. The bad news is that this is the default setup for Microsoft 365 / Office 365 email signatures. The mail flow rule responsible for appending email signatures can insert them at the very top or at the very bottom of the entire email thread. The good news is that there are ways to work around this. Let’s get right into the details.

Signature inserted only into new emails

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Free social media icons for email signatures

Using social media icons in an email signature is a must if you want to compete in today’s digitalized world. A company that doesn’t have at least one social media account, may look like it doesn’t even exist in eyes of potential customers. Companies gain trust by posting regularly, by being available and responsive on social media. Including your email communication in the social media strategy is a perfect way to take advantage of all branding and marketing opportunities. And there’s no easier way than simply adding social media icons to your company’s email signature.

Social media icons in email signatures - free download
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Email signatures for marketing & branding purposes

[Update]: This article was first published on September 15, 2015. It was completely rewritten to reflect current trends and changes in email signature branding best practices.

Email signatures for branding marketing blog

We’ve seen how professional, visual-identity-compatible email signatures have evolved from a new trend to marketing and branding basics. Now, only the most conservative companies stick to the old ways and insist on including only first and last name in their email signatures. Most companies have recognized the potential of email signatures for marketing and branding purposes. I’ll show you how best to realize this potential.

The cost of unprofessional email signatures

Email signatures have become more than just a regular, tiny detail of corporate identity. They’re included in every single email every employee sends. It doesn’t matter if you’re in a tech company or not – as long as you send emails, people will judge you based on what your company’s email signatures look like. It shows how much attention the company pays to communication with prospects and partners.

In other words, if your email signature includes, for example:

  • broken links,
  • social media buttons linking to dead profiles or platforms (G+, anyone?),
  • outdated contact info,
  • broken images,
  • movie quotes,
  • just your name,
  • broken layout,

recipients will automatically assume that this aspect is out of your company’s control. And it’s quite natural to take assumptions a step further and think that it may not be the only thing beyond control. You lose trust and valuable marketing opportunities. But let’s not focus on what you can lose – let’s see what you can gain.

Advantages of professional email signatures

For ‘not convinced’ ones, let’s see what kind of information you may disclose when you send an email with your optimized signature.

Sample email signature for branding & marketing

The above-mentioned options stand for who you are, who you are working for and what you do. But that’s hardly all you can do with email signatures. You can also include:

  • banners and logos for your marketing campaigns,
  • adverts of key products and services,
  • information about upcoming events,
  • social media content,
  • information on business partners and projects,
  • logos of gained certificates and awards, commercial videos,
  • other significant information about your company,
  • customer-satisfaction surveys,
  • quick meeting/scheduling links.

While adding all of those elements into one signature at the same time is not the best plan, the above list should give you an idea on how much you can do with each email your employees send. The elements you add to signature should go with what you want to focus on and who is the final recipient of your message. Keep in mind that a potential customer will use the signature to gain insight about you (as a company). This might be a point where they decide to engage or withdraw from further interaction.

An example of how to handle email signature marketing

Enhance your company’s visual identity

In general, visual identity is a base on which you build your brand trust. It’s the message you want to send to everyone who interacts with your company. If you want to boost your branding, the signature needs to communicate the same message and comply with your business identity.

Marketing strategies

Marketers have come to a point in which effective brand promotion is harder than ever. Your target audience often turns a blind eye to advertisements as a rule, use ad blockers, or the campaign simply doesn’t reach them. And there’s no point in great promotional offers if nobody knows about them. Fortunately, email signature marketing lets you bypass those limitations. Most of your recipients are not random people – you know which campaigns can be of their interest. And if you set up the email signature right, marketing banners will always be noticed.

As for the specific elements, your choice will depend on what you want to achieve. Social media links, article links or feeds could show your audience that you provide valuable content on a regular basis (hope you do!). This less direct way of promoting your services or products tends to be effective, since recipients aren’t feeling they are forced to click on your links.

Email signature marketing in action

Where to start with email signature branding?

Every journey starts with a single step. In case of email signature marketing, you need to design the signature before doing anything else. There are quite a few difficulties you might face at this point.

After reading the first part, you probably have some ideas on what to include in this branding-friendly and visually optimized email signature of yours. You have the visual identity sorted out and all the needed images are sitting there, ready to shine. Now comes the specific layout of the signature – how to arrange all this data, so that it looks good? And then, you need to convert this signature into HTML, making sure it won’t break in various email clients.

For most people that’s a bit too much. That’s why we’ve brought to you a completely free email signature generator. It lets you easily create professional HTML email signatures, even if you don’t know what HTML code is. And if you just need some inspiration, our signature template gallery lets you download pre-made templates and re-design them however you see fit.

After you’re done, you get a well-designed template for email signature branding purposes. The thing with visual identity and branding is that it doesn’t apply to a single employee only – for the good changes to take an actual effect, they need to be company-wide. So, the final thing is to get a personalized version of this email signature for everyone in the company.

Free ebook: 5 Best Practices for Effective Email Communication

How to set up email signatures for the whole organization?

When setting up signatures for an entire company, you might face some challenges, as the video below shows:

Now you can see, it’s not as simple as it sounds. So, if you need to manage email signatures for all employees, you might need to use a dedicated tool. This way, you could, for example:

  • ensure unified company-wide branding with no end-user interaction required,
  • deploy email signatures for all email clients and mobile devices with a few clicks (no HTML knowledge needed),
  • make sure your branding and marketing content always gets through, thanks to embedded images,
  • customize signature rules, so that different departments can have different signature elements (while following your visual identity guidelines),
  • make instant updates to all email signatures at once.

It might be the right time to take your email signature branding to the next level with award-winning solutions.

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Happy Fourth of July: free email signature templates

The celebration time for all Americans is about to begin as the 4th of July is just round the corner. Why is this date so important? Well, something huge happened in American history on that day – back in 1776, the United States declared its independence from Great Britain.

Fourth of July 2022 email signature templates

There are many ways Americans honor this national holiday. Firework displays, picnics, barbecues, and parades are great ideas for outdoor celebrations. To show your festive mood in a professional setting, we encourage you to use one of these free signature templets in your email conversations.

Simplicity and elegance

It’s just classic. A great fit for any business that wants their emails look neat and simple, yet fully compliant. This professional signature template has four clearly distinguished blocks of information. The first one emphasizes user’s name, job title and company website. The second one presents users photo, contact details and social media icons. Then, the Independence Day banner designed specifically for this occasion adds a nice festive feeling to business correspondence. The last part of this template is a disclaimer, an essential element for ensuring legal compliance.

Download this free email signature to bring national festive mood to the office

Waving flag banner

A very similar structure to the previous signature template, but this one brings social media links and like-in-motion marketing banner with the popular theme of the waving flag of the United States into focus. The banner will help you promote any special offers you prepared for your customers to celebrate the Fourth of July. Add a link to the banner to let everyone quickly land on your website or online store.

Download this free template or open it in our email signature generator to modify it the way you like

Compact and neat

This signature template was designed to satisfy subtle tastes. It lets you celebrate the 4th of July in your email conversations, but keep it low-key. The company logo and details of the sender are the most visible part of the signature. The casual and inviting style of this template makes it a great fit for most professions.

Download this email signature template to celebrate 4th of July

Festive mood

Make it visible, make it enjoyable. Celebrate Independence Day with this fireworks display signature template. Bring fun to the office. Although the banner may look bold, the template itself looks professional and has all the necessary company details, with special attention paid to social media icons. Having this in mind, the template is a prefect choice for companies which extensively use social media and want everyone to quickly get to their official profiles for further interaction.

Download this impressive signature template to celebrate Independence Day in emails

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