Outlook signatures allow business users to insert contact information or disclaimers in their email messages quickly and efficiently. In fact, inserting a signature in Outlook requires little more than a mouse click or two once the signature is properly configured. Instead of using boring text signatures, you can use HTML – formatted signatures to insert graphics, logos or even backgrounds. By using signatures to create Outlook HTML templates you can make your business email messages more attractive and engaging.
Launch Microsoft Outlook on your computer. Click “Home” on the ribbon bar, and then click “New E-mail.” A New Message window appears on the screen.
Click the “Format Text” tab in the New Message window, and then click the “HTML” button in the Format area of the tab. The HTML button is just to the left of the font selection drop-down box.
Type any email address in the “To” field of the new message window. You do not have to send a message to this recipient, but entering an address here will allow you to save the template later. Enter a default subject for the message template in the “Subject” field of the New Message window.
Type some default text for the template in the body text box just as you would with any other email message. For the purposes of creating the HTML template, this simply serves as a placeholder. If you use the template in the future, you can always change the text in the message. Press the “Enter” key once or twice to position the cursor where you want to insert the signature in the template.
Click the Message tab on the Outlook ribbon bar, and then click “Signature” in the Include area. When the drop-down list appears, click “Signature.”
Click the “New” button in the Signatures and Stationary window. Type a name for the signature in the New Signature box, and then click the “OK” button.
Position the mouse cursor in the Edit Signature text box. Click the font selection drop-down box to choose a font for your signature, and then click the box to the right of the font selection box to choose the size of the font you want to use.
Type your name, your business name, contact information or other relevant text you want to include in the HTML signature.
Click the “Insert Graphic” button on the Edit Signature toolbar if you want to include a picture or image in your HTML signature. After the Insert Picture window appears, browse to the folder that contains the image you want to insert into the HTML signature. Highlight the picture file name, and then click the “Insert” button.
Click the “Insert Link” button on the Edit Signature toolbar if you want to insert a hyperlink into the HTML signature. Enter the URL address of the target Web page in the “Address” field, and then click the “OK” button. This Web page will open if the recipient of the email clicks the link in your signature.
Click the “OK” button at the bottom of the “Signatures and Stationary” window after you enter all of the relevant text information as well as images or links you want to include in the signature.
Click the “Signature” drop-down box on the Message tab again, and then click the name of the new signature you created. The signature appears in the body text box of the message window, below the default message text you entered.
Click the “File” tab in the New Message window, and then click “Save As.” In the Save As window, click the “Save as Type” drop-down box, and then select “Outlook Template.” Enter a name for the new template in the “File Name” field, and then click the “Save” button. Outlook saves your new HTML template with a signature.