Articles in this section

See more

How to create email signature parts

Updated
Follow

About this article

This article will explain Email Signature manager, and the four main components that constitute it. You will learn how to create an email signature, a campaign, a tag line or a legal disclaimer, and how to edit their settings. 

 

Pre-requisites

 

 

Creating Signatures Using Signature Designer

Step 1 - Select Signature Template

  1. Navigate to the Email Signature section of the Admin Center
  2. Click on Signatures
  3. Click on the Create button 
  4. Provide a name to the signature and select a template
  5. Click Next

Signature designer step 1.gif

 

 
  • Signatures can also be created using HTML by selecting the Create in HTML from scratch option.

 

Step 2 - Add Signature Content

  1. Select a field and click the pencil icon
  2. Fill in the field value by manually typing in the desired binding or static text OR by searching for dynamic tags:
    • Click on the magnifying glass icon and use the search to link the field to user profile or data sources information 
  3. Click Done
  4. Repeat for all fields that would be part of the signature
  5. Click Next

Signature designer step 2.gif

 

 
  • Signature fields can be reordered within their sections using the drag and drop icon on the left side of the field.
  • Signature fields can also be hidden from the template using the eye icon on the right side of the field.

 

Step 3 - Add Signature Font

  1. In the Font dropdown, select the desired web safe font that should be applied
  2. In the Font size dropdown, select the overall font size
    • Small: 8 - 9pt
    • Medium: 9 - 10pt
    • Large: 10 - 11pt
  3. In the Font color section, select the desired color or enter the desired HEX code
  4. Click Next

Signature designer step 3.gif

 

 
  • Only Web Safe CSS fonts are available within the dropdown to avoid inconsistencies within the font style of emails.

 

Step 4 - Add Signature Details

  1. In the Email type dropdown, select which email message the signature should target:
    • All emails
    • New emails only
    • Reply and forward emails only
  2. In the Recipients dropdown, select who the signature should target:
    • All recipients
    • External recipients only
    • Internal recipients only
  3. Optionally, provide a validity period for the signature
  4. Click Save & Close
 
  • The signature will automatically be set to inactive once the validity period is over.

 

Signature designer step 4.gif

 

You will now be redirected back to the Signatures page with the new signature set to inactive and selected. Make sure to:

  • Set the desired target users and domains
  • Reorder the signatures to reflect desired priority
  • Activate the signature
 
  • In the Email Signature Settings pane, you can set the time zone that will apply for the validity period.
    • Selecting (UTC) Coordinated Universal Time will set the validity period based on the end-users' time zone.
    • Selecting a specific time zone will set the validity period based on that time zone.

 

Creating Campaigns Using Campaign Designer

Step 1 - Select Campaign Template

  1. Navigate to the Email Signature section of the Admin Center
  2. Click on Campaigns
  3. Click on the Create button 
  4. Provide a name to the campaign and select a template
  5. Click Next

campaign1.png

 
  • Campaigns can also be created using HTML by selecting the Create in HTML from scratch option.

 

Step 2 - Add Imagery and Customize Spacing

  1. Fill in the Image field(s) by manually typing in the desired binding, uploading static image(s), OR by searching for dynamic tags:
    • Click on the magnifying glass icon and use the search to link the field to user profile or data sources information 
  2. Set the dimensions of the image(s)
  3. Repeat Step 1 for the URL and Alt text fields
  4. Customize the spacing before, after, and between banners (if using more than 1 image)

campaign2.png

 
  • Static images uploaded within the Campaign designer cannot exceed 1MB.

 

Step 3 - Add Campaign Details

  1. In the Email type dropdown, select which email message the campaign should target:
    • All emails
    • New emails only
    • Reply and forward emails only
  2. In the Recipients dropdown, select who the signature should target:
    • All recipients
    • External recipients only
    • Internal recipients only
  3. Optionally, provide a validity period for the signature
  4. Click Save & Close

 
  • The signature will automatically be set to inactive once the validity period is over.

 

You will now be redirected back to the Campaigns page with the new campaign set to inactive and selected. Make sure to:

  • Set the desired target users and domains
  • Reorder the campaigns to reflect desired priority
  • Activate the campaign

 

Creating Tag Lines and Disclaimers

  1. Navigate to the Email Signature section of the Admin Center
  2. Click on Tag Line or Disclaimer
  3. Click on the Create button 
  4. Fill out the information the required information:
    1. Campaign name
    2. Audience
    3. Message type
    4. Valid from/to date
      The validity period will be applied following the time zone selected in the settings. 
  5. Click on Next
  6. Makes the desired edits in the HTML editor
  7. Once done, click Finish and then Close on the next dialog box that opens.
  8. You will now be redirected back to the signature part page with the signature part set to inactive and selected. 
  9. Set the campaign preferences:
    • Signature Priority
    • Target users/groups and domains
  10. The campaign can now be activated
 
  • Differentiating New & Reply/Forward as well as internal/external emails is not supported with Google Workspace as an e-mail provider. The same email signature will be applied for all New & Reply/Forward and internal/external emails.

 

Related articles

 

 

Related articles

Comments

0 comments

Article is closed for comments.