How to set up Email signatures for Outlook

Headlines in this article 

• Email Settings overview
• Create Signatures
• Insert Campaigns
• Insert Disclaimers
• Apply Email Font settings

Prerequisites for using the email signature solution are Templafy Desktop with Add-ins 5.0.0.44 or higher.  

Email settings overview

Open Email settings in the Configuration section:

1) Email signatures and settings for new and reply emails. 

2) Content for the campaign above the email signature. 

3) Content for the bottom campaigns, that can be set to show up below the e-mail signature. 

4) Legal disclaimers.

5) Font settings for the email body. 

Create signatures

Click on Create new in the Signatures sections and give your signature a name. Choose if the email should be applied to new emails, reply emails, or both. In the Valid for domains field, you can specify which users the signature should be available for. 

Create or edit the signature content in the HTML editor with HTML markup and inline styles. Click on Edit HTML if the edior isn't visible. A preview of the signature is available below the editor. However, the images, for example company logos, are not visible in the previews.

Rules to follow creating the e-mail signature:

Lots of data for the signature the system takes from the data sources based on user profile. To show this kind of information, use the tagstrings between the html tags wherever it should be inserted according to the design of your signature.

• The name of the person, his/her title, email and mobile phone nr. are taken from the profile and vary depending on the user's choice. The tag string for these data will be %Profile.Variable%, where variable is the name of the field in Configuration-->Forms-->User Profile -->Fields.

• In case you want the e-mail signature to include the company's name, address, location, web and phone, the tag string will be of type %Profile.OFFICE.Variable%, where the OFFICE is the data source selection ID and the variable is the name of the column in this data source. For example, to display the company address you should write %Profile.OFFICE.address%.

TIP: If the data is not displayed correctly, check for the errors in the column names of the data source.

• To show the image in the signature, first upload the image in the Company data-->Company logos. Then insert the image title into the html, for ex. <img src="Linkedin_icon.png"  />
•  Indicate the domain(s) of your company in the Valid domains field and remember to click Save.

Delete HTML content if a placeholder is empty 

If a value in a placeholder is empty, it can be convenient to delete the entire section. You can delete it by adding markup before and after the content.  

<!--DeleteIfEmpty:%Profile.Variable%--> HTML Content <!--/DeleteIfEmpty-->.

Anything between the deleteIfEmpty-tags will be deleted if the %Profile.Variable% is empty. Otherwíse the tags will be ignored. See the example below:

<!--DeleteIfEmpty:%Profile.Mobile%-->
<p style='margin:0;font-size:10.0pt;font-family:"Georgia",serif'>Mobil: %Profile.Mobile%</p>
<!--/DeleteIfEmpty-->

Add campaigns to signature

It's possible to create two types of campaigns: top (displaying above the signature) and bottom (displaying below the signature).

Both campaigns are created in the same way:

• click Create new in the Email settings under the required campaign type. 
• insert the title of the campaign and the period when it will be held
• Edit the html using the same rules as for the e-mail signature
• insert the valid domain (s)
• click Save

Add legal Disclaimers

If the legal disclaimers should be displayed in your company e-mails, you can set them up through Email settings-->Disclaimers-->Create new

The system takes the disclaimer from the data source, that's why the tag string for it will be of the type %Profile.OFFICE.disclaimerEmail%, where the OFFICE is the data source selection ID and the disclaimerEmail is the column title in this data source.

By default the disclaimer will be added to the new emails, to activate it for the reply emails, tick the Show in reply emails check box.

Write the html for the disclaimer, including the correct tagstring, insert the domain and click Save.

Apply email font settings

With the Font Settings editor it is possible to apply fonts, font sizes, and font colors for new and reply emails. The settings are applied to the email body and the signature.

Templafy, Configuration > Email Settings > Font Settings

Setting the email font settings in Templafy corresponds to setting the Signature and Stationery font settings in Outlook Options. 

Outlook, Tools > Options > Mail Format > Stationary and Fonts.

The CSS styles in the email signature HTML can overwrite the fonts set in the Font Settings editor. For the HTML code below, only the email body content can be changed with the Font Settings editor in Templafy Email Settings.

Templafy stores the email font settings in the registry.

HKEY_CURRENT_USER\Software\Microsoft\Office\13.0\Common\MailSettings