How to save an email signature as HTML

adminMarch 17, 2023

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HTML is commonly used in emails and email signatures. Why? HTML allows you to add attractive graphics, use colors and text formatting to the email body or signature. This will make your messages easier to read and nicer to look at. In addition, each email can help maintain your brand identity and be more interesting to your recipients. But let’s focus on email signatures – you can save, save and share them with HTML too. The beauty of this solution is that you can easily do this and keep all the original formatting.

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Why HTML email signatures use

Although different formats are used in email signatures, such as RTF and plain text, the email world is almost completely dominated by HTML. It’s not surprising. HTML is supported by most clients and allows you to add all kinds of elements to your email signatures: images, hyperlinks, social media buttons – all of these can be easily implemented in an HTML email signature. And that’s not all. Since HTML isn’t even a programming language, it’s fairly easy to learn and use.

Reading: How to create an email signature file

There are many reasons why you might want to save your email signature in HTML format. Check out the most common ones:

Keep your signature for later use in an email client that doesn’t support multiple email signatures at the same time.
Share your email signature to keep signatures consistent across an organization.
Export your current email signatures to another client/device.
Make formatting changes directly in HTML to update a signature or test different designs.

It’s not just cupcakes and rainbows, though. There are some dark secrets and issues related to HTML signatures. You see, while creating a basic email signature might be easy, there is an overwhelming number of different email clients out there. And all of them might have a slightly different way of understanding and processing code. Because of this, the same signature might look perfect in Outlook and not so much in Gmail. You can minimize issues related to code interpretation by using proper formatting of email signatures. However, the easiest way to create a well-formatted email signature is to take a good, tried-and-tested template and edit it to your liking. This is where knowing how to save an email signature as HTML comes in handy.

Create an HTML email signature

The first step is to create the signature to create yourself. Before you do this, a word of warning. It’s not the best idea to create your email signature in a word processor and then copy and paste it into your email client. Why? Word processors don’t usually work with HTML code. So when you copy and paste a signature into an HTML-based editor, you’re copying a bunch of hidden formatting information. This will make the signature look bad either immediately or after you’ve sent your emails.

The easiest way to create a neat, well-formatted signature is to use the free email signature generator . Simply select a template:

Personalize the signature with your own graphics, contact information and other information:

Then select Thunderbird as your email platform and click Apply Signature > Generate > Copy to get the HTML code you need for the next step.

Save and use your HTML signature

Now that you have the HTML code you want, you should save your signature as an HTML file. It’s very simple:

Paste the HTML code of the signature into a simple word processor like Notepad and click on File > Save As.

Choose the location and name your file. Make sure the file format is .html or .htm and not .txt. Leave the encoding at UTF-8, especially if your signature contains special characters.

Click on Save.

To use the signature in your email client, all you have to do is open the HTML file in your browser, copy the signature and paste it into your email client’s signature editor .

Editing an HTML email signature

Templates available on mail-signatures.com should work in most scenarios function. However, there are some situations where you may need to customize them further. For example, you may want to add additional elements such as a one-click CSAT poll, a team meeting link, a zoom link, or you might want to use a different set of social media icons.

There are two common ones Methods to customize your email signature template:

Copy and paste the signature into a signature editor in your email client and edit it there.
Use the file you saved and edit the HTML code directly as described in this article on HTML in email signatures.

While the first method is usually more user-friendly, how you do it depends on your email client. Different clients have different editors with slightly different controls. However, unlike most of these editors, the second method requires at least some basic understanding of HTML.

Share your email signature with others

With your email signature Conveniently saved as an HTML file, you can share it with your teammates or clients. You can email them the email signature file as an attachment. Alternatively, you can host the HTML file and allow others to view and copy it with their browser.

To use the signature, all they have to do is open the file, copy the signature and paste it into their email insert signature editor.

One thing to remember is to replace your personal information with yours and that’s it.

How to manage email signatures in a company

Sharing HTML files is a great way to get consistent email signatures across your team. With a little effort from everyone, you can ensure some consistency in your email communications. However, the larger the team, the harder it is to get it working. And if you want your entire organization to have consistent email signatures, you’ll be amazed at how quickly problems escalate and become unmanageable. Check out this video that explains the issues encountered:

That’s why companies are using email signature management tools to ensure high standards of communication and branding, while also spending a lot of time and effort on their teams to save.