Email Signatures and how to Install Them

 

If you have HTML or PSD email signatures templates that you have obtained or created your own, here is how to install it in Microsoft Outlook 2016:

 

Step 1: Add a New Placeholder Signature

There are two ways of doing this:

  1. In Outlook, go to File > Options > Mail and click on “Signatures“. Click “New” to create a new placeholder signature. Give the new email signature a name you can remember.Set to use your new email Signature for both New Messages and Replies/Forwards.Hit “OK” to save and “OK” again to close the Outlook Options window.
  2. Go to one of your email account inbox then click on New Email. On the top menu bar click on the down arrow on the Signatures tab.

 

click on email signature

Set to use your new Signature for both New Messages and Replies/Forwards.

 

create email signature name

Hit “OK” to save and “OK” again to close the Outlook Options window.

QUIT OUTLOOK

 

Step 2: Open Outlook’s Signatures Folder on Your Computer

Here are the locations on the hard drive where Outlook places signature files, these locations are usually hidden so make sure you show hidden files and folders:

To do this you can go to My Documents and on the top ribbon menu make sure the View tab is clicked. Under the View tab, there is a checkbox Hidden Items make sure that this is checked.

Windows 7, 10 and Windows Vista
C:\Users\username\AppData\Roaming\Microsoft\Signatures

Step 3: Find and Open the New Signatures file

Within the Email Signature Folder, locate the file that you have created in Step 1. If you see multiple files with the same name, the file you want to open is the HTM file with the .htm extension. Open it with Notepad. You can right-click on the file and select Open with > Notepad.

 

Step 4: Replace Placeholder Text With Your HTML Code

If we have created a signature for you, you will have received an HTML file with a .html extension containing the HTML code for your signature.

This will have two files in it, one with images and one with the HTML. These will both have unique names. There should be no problems in copying and pasting into C:\Users\username\AppData\Roaming\Microsoft\Signatures as the unique names will not clash with the present files in the signatures folder.

If you have a free downloaded signature you would like to install, the main things you must do is check that the images folder and the HTML file names do not clash with the present folders and files in the signatures folder. This will cause that your signature will not work. So give it unique names and make sure the images folder name is updated in the HTML file.

You can use Notepad++ for these changes.

Let me explain

Open your email signature folder in Notepad+ +. Click on the HTML file to open it up in view and edit window on Notepad++. All these lines of code that has an image attached to it you must change to the new image file name.

e.g : <img src=”image/03-Email-signature_13-09.jpg”>

 

notepad++ file changes

 

Once this is all done you can paste the files into the email signatures folder. Do a check on your Outlook signature that the email signature that you have created and pasted into the C:\Users\username\AppData\Roaming\Microsoft\Signatures is available and allocated to the correct email accounts.

Lastly, Send yourself an email to test the signature.