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Email Signature Install


How to install HTML Email Signatures

Apple Mail / Gmail / Outlook

So you've just had a new beautiful HTML email signature designed and want to know how to install it? Surprisingly, HTML email signatures can be a bit more tricky to install than you would think, but the level of complexity depends on a couple of factors - the email client you are using (eg; Mail, Explorer, Gmail) and also the system you are running. We have a few helpful instructions below to get them up and going.


For Apple Mail (Sierra)

Version: OS X Sierra 10.12
System: Mac
Level of difficulty: Super easy

Open your HTML file in your browser (Safari is recommended and is most reliable on the Mac)


Select all the content (Command A) then Copy it (Command C)


Go to "Mail > Preferences > Signatures" and select your signature or create a new one if you don't already have one. Select the copy in the signature box and paste (Command V) in the signature. You should see the image and signature appear.

Scroll down to the Signature section and paste (Command V) into the white space area. Make sure the "Always match to my default message font" option is deselected, otherwise your formatting will not look correct.


For Apple Mail (Yosemite)

Version: OS X Yosemite 10.10
System: Mac
Level of difficulty: A bit challenging

In Mail, go to 'Preferences/Signatures' and press the '+' at the bottom to add a new signature. Creating a new one at this point makes it easier to locate the file in Step 2. Ensure the 'Always match my default message font' checkbox is deselected, otherwise your formatting may be overridden. Click on 'General' or close window entirely to save settings.


Locate your placeholder signature that you have just created, which is hidden in your Library folder. In the Finder, click on the Go menu, and hold the Option key down to see the Library folder. Choose that Library folder, and navigate to 'Mail/V4/MailData/Signatures'. Note the "V4" folder may be V1, V2 or another combination depending on your setup.

The email signature files have long and convoluted names with slightly different combinations, so if you have multiple signatures, the easiest way to find the correct file is to view the Signatures folder by Date so that your most recent file will be at the top. It should have a name similar to: "32D02C0D-3BEF-4345-AE1D-5B5CE1440017.mailsignature".


Open the .mailsignature file in a HTML editor application (we recommend TextWrangler or you can use TextEdit, but be sure to set the Open and Save preferences to Display HTML files as HTML code instead of formatted text). Now open the HTML signature that you want to install so you have both files on screen, select all (Command A), copy (Command C) and replace everything below the Mime-Version line in the .mailsignature file. Save and Close both files.


Copy from here...


To here... (but only under the "Mime-Version..." line)


Your finished signature should look similar to this with your new signature inside your .mailsignature file you created.

Save and close both files.


When you open Mail again — or quit and restart it — you’ll find your new signature in the place where you created that placeholder signature. You won’t be able to see the images in the Preferences pane (it will appear as an image block), but when you create a new message, all the right stuff will show up where you want it.



Tip: When organising your Signatures in your Mail/Preferences, make sure that you assign the new signature to the correct account on the left hand panel and select the signature from the "Choose Signature" dropdown menu at the bottom, so that it will automatically pop up when drafting new emails.


For Gmail

Version: OS X Yosemite 10.10 and later
System: Mac or PC
Level of difficulty: Super easy

Open your HTML file in your browser (Safari is recommended and is most reliable on the Mac)


Select all the content (Command A) then Copy it (Command C)


Go to "Settings" in your Gmail account


Scroll down to the Signature section and paste (Command V) into the white space area


Scroll to the bottom of the page and hit "Save Changes". You should now see your new signature available when you compose your next email. Enjoy!



For Outlook 2013

Version: OS X Yosemite 10.10 / Windows 10 (we are Mac people but the method below may also work on earlier versions of Windows also)
System: Mac/Windows
Level of difficulty: Tricky

Before you can install your signature you first need to be able to view hidden files:

  1. Open up your File Explorer (Windows Key + E)
  2. Double click on your hard drive (Usually OS (C:) for most users)
  3. Click on the View tab at the top.
  4. At the top-right, click on Options, then select “Change Folder and Search Options”.
  5. The Folder Options dialog box should have popped up. Click on the View Tab.
  6. Mark the option that says “Show hidden files, folders, and drives”.
  7. Make sure the option that says “Hide extensions for known file types” in unchecked.
  8. Hit the Apply button, then hit Ok.

Now you should be ready to install the signature:

  1. Make sure you still have the File Explorer opened to your hard drive. If not, follow steps 1 and 2 above
  2. Navigate to 'Users/[Your User Name]/AppData/Roaming/Microsoft/Signatures'
  3. Drop your HTML signature file into this folder
  4. If your HTML file ends with the file extension .html then it needs to be changed to .htm. Right-click on your HTML file and select Rename, then change the file extension to .htm
  5. Open Outlook 2013. If you already had Outlook running you may need to close it and re-open
  6. Click on File, then Options, then Mail, then click on the Signatures button
  7. You should see your new signature file in the list in the “Select signatures to edit” box. The name of the signature will be the same as your HTML file name. Your signature may not look correct in the preview area, but do not worry! This is perfectly normal so don’t try to make any alterations.
  8. Make sure you choose your signature in the “New messages” and “Replies/forwards” select menus
  9. Hit Ok until you are all the way out of the pop-ups
  10. Create New Email to view your new signature

Last updated: November 2017