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.  For further information about Templafy's email signature manager, click here. 

Email settings overview:

'Email settings' can be accessed through the 'Configuration' section of the admin platform, located in the WebApp. The following information within the email signature is able to be controlled:

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

2) Content for the campaign above the email signature. 

3) Content for the bottom campaign, which can be set up below the e-mail signature. 

4) Legal disclaimers included in the email signature.

5) Font settings for the email body. 

Create signatures:

To create an email signature, ensure you are within the 'Signatures' section, and click on 'Create new'. Give the signature a name, then choose if is should be applied to new emails, reply emails, or both. The 'Valid for domains' field can be used to 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. If the editor is not visible, then clicking on 'Edit HTML' should make it visible. A preview of the signature is available below the editor, however images, such as company logos, are not visible in previews.

Rules to follow when creating email signatures:

The system takes uses data sources based on user profiles as data for the email signature. 

To show this kind of information, use the tagstrings between HTML tags, according to the design of your signature. 

For example, the name of the person, their title, email and phone number are taken from the profile, and vary depending on the user's choice. The tag string for this data will be %Profile.Variable%, where the variable is the name of the field in Configuration-->Forms-->User Profile -->Fields.

If you wish the e-mail signature to include the company's name, address, location, email address and phone number, then the tag string will be of the 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 Company data-->Company logos, and insert the image title into the html, for example <img src="Linkedin_icon.png"  />.

Indicate the domain of your company in the 'Valid domains' field, and remember to click 'Save'.

How to 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. Sections can be deleted 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, but the tags will be ignored if it is not empty. For example:

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

How to add campaigns to an email signature:

Two types of campaign can be created: top (displays above the email signature) and bottom (displays below the email signature).

Both top and bottom campaigns are created in the same way:

• Click 'Create new' in 'Email settings' under the required campaign type. 
• Insert the title of the campaign, and the period for which it will be held. 
• Edit the HTML using the same rules as for email signatures.
• Insert the valid domain.
• Click 'Save'.

How to add legal disclaimers: 

If the legal disclaimers are to be displayed in company e-mails, then they can be set up through Email settings--> Disclaimers--> Create new.

The system takes the disclaimer from the data source, which is why the tag string for it is 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 new emails. To activate it for reply emails, tick the 'Show in reply emails' check box.

Write the HTML for the disclaimer, including the correct tagstring, insert the domain, and then click 'Save'.

How to 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.

To access the font setting editor, go to the Font Settings tab with in Email Settings in the Configuration page within the Templafy WebApp. 

Setting the email font settings in Templafy corresponds to setting the Signature and Stationery font settings in Outlook Options. This is accessed through Outlook, by going to the Tools heading, then Options, Mail Format, and Stationary and Fonts. 

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

Templafy stores the email font settings in the registry, at the following location:

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