How to Install HTML Email Signature for Microsoft Outlook 2010

Since I wrote the tutorial, Creating an Attractive HTML Signature in Apple Mail, many people have asked for instructions in getting their very own customized HTML email signature installed for Microsoft Outlook (Version 2010 – Windows). So here it is! This presumes that you already have a well-designed HTML email signature like the ones I create for my clients.

Read my tutorial, Create a HTML Signature in Apple Mail on Lion OS X 10.7 for an overview on how to create your own HTML Signature or for a small fee, I can create one for you. Vist www.mydesignpad.com/htmlsignature for more info.

Step 1: Add a New Placeholder Signature

In Outlook, go to File > Options > Mail and click on “Signatures“. Click “New” to create a new placeholder signature. Give the new signature a name you can remember.

Step 2: Open Outlook’s Signature Folder on Your Computer

Here are the locations on the hard drive where Outlook places signature files:

Windows 7 and Windows Vista
C:\Users\username\AppData\Roaming\Microsoft\Signatures

Windows XP
C:\Documents and Settings\username\Application Data\Microsoft\Signatures

Note: Make sure to show hidden files and folders.

Step 3: Find and Open the New Signature file

Within the Signature Folder, locate the file that you have created in Step 1. Open it with Notepad. You may right-click on the file and select the option to open with Notepad.

Step 4: Replace Placeholder Text With Your HTML Codes

Erase all content in the placeholder signature file and paste your HTML signature codes. Hit Save.

Step 5: Assign Signature for Messages

In Outlook, go to File > Options > Mail > Signatures, set to use your new Signature for both New Messages and Replies/Forwards. This will ensure consistent application of your HTML signature on all your messages.

Summing Up

That is it! You are done. Setting up the signature for Outlook is a bit tricky but doable. If you run into any problems, let me know by writing in the comments. I will try my best to help or maybe a fellow reader may be able to help as well. I hope this tutorial is helpful to you and it would be a great pleasure to see your creation so please showcase that wonderful signature you have created!

UPDATE 08-30-2012: Due to the high number of recent requests to create custom email signatures, I created a service section for signature design and development. If you would like me to create a signature for you, please visit www.mydesignpad.com/htmlsignature/ for more info.

Follow responses through the RSS 2.0 feed | July 11th, 2012 | 72,783 views

26 comments »

  1. December 6th, 2012

    Marjaneh says:

    Hi,
    I have Outlook 2007 in my computer, is there any other way to install and setting up HTML Email Signature?

    Thanks

  2. May 10th, 2013

    Denise says:

    This works great! Thank you. One question. I am creating these for use by all employees in my company. When I have them install the signature in Outlook, then change it to add their information, the color of the email link changes to the default blue. How can I keep that from changing?

  3. June 10th, 2013

    Gale Ford says:

    If you add the colors for links to the tag it should keep from updating the color for link and viewed link. Replace 476B5F with your color.

  4. June 10th, 2013

    Gale Ford says:

    Sorry the previous response did not display properly because of html tags. Try below but I left off the brackets. Hope this works
    body text=”#476B5F” link=”#476B5F” alink=”476B5F” vlink=”#476B5F”

  5. August 9th, 2013

    Danielle says:

    Does the and tags get pasted into the signature?

  6. August 13th, 2013

    Tim Cai says:

    Please explain further what you mean.

  7. August 20th, 2013

    thanks a lot!

    i just noticed that there were three files with the same name as the signature, but having these different extensions: HTM, RTF, and TXT. I had to customize the content for each, going from full HTML (with inline CSS) down to simple text (Notepad style).

  8. September 19th, 2013

    Ashley says:

    My html file consists of a png with an image map allowing for click-thru to different parts of our website/ social media sites. My image is not showing up though. Just the box with an X in it. Any suggestions how to fix this?

  9. September 19th, 2013

    Tim Cai says:

    Ashley, make sure your images are uploaded to a web server and that the links are correct. Second, image mapping doesn’t work well for email programs. Using simple table and cells are the way to go.

  10. October 15th, 2013

    My signature is similar to Ashley’s, but I can get the image to show up. It’s the links that don’t work. By all appearances on the outgoing email, the signature looks fine. If I hover my mouse over the hotspots the links show correctly. On the incoming email, however, the banner is just treated like one big image without any hyperlinks at all. Ideas?

  11. October 15th, 2013

    BTW, I don’t have any option on the incoming email that I can “enable” links and active content, so I don’t think that’s the issue.

  12. November 1st, 2013

    Lewis says:

    Using the steps above I have created and installed an HTML email signature on many PC with no issues. However, one PC installs everything appropriately, but when you send the email, all 6 images are replaced by one of the images. When sent again, all images are replaced with another image that is not even in the html document.

  13. November 2nd, 2013

    Tim Cai says:

    Lewis, you sure you have the image links written correctly and that they are upload to your web server?

  14. November 15th, 2013

    I completed up to step 3 and stuck on step 4. The signature file is a webpage and there is nothing there to erase and does not allow me to paste.

    1) I opened the page with notepad, copied the codes but I am not clear on where I should paste it. I tried pasting it in all the signature files but unable to go further to step 5

    2) When I go to the signature page, under choose default signature, it does not allow me to fill in the email address or select the types of messages (new, replies, forward) my signature will be affixed to.

  15. December 16th, 2013

    James says:

    Tim,

    Thanks for your tutorial here. I have copied your HTML to a T, but for some reason Outlook is ignoring my “padding-left: 10px;” command and smushing everything together in the middle and on the edge of my signature. It looks awful. As I said, I copied your HTML verbatim and modified the content to fit my agency needs.

    My HTML proficiency is fairly limited, so I’m not sure why Outlook is doing this. I used the exact same HTML for the signature I set up on Apple Mail using your instructions and the signature looks just perfect. I’m really confused how to approach this. Any help? Thanks in advance.

  16. January 10th, 2014

    Jess says:

    Ive made an HTML signature and uploaded it to my outlook. Can my colleagues just copy and paste my signature into their Signatures box, or do they also have to copy the HTML code on their computers as per steps 3/4?

  17. January 27th, 2014

    Tim Cai says:

    Each user should do a clean install from beginning to end for the email signature to work properly.

  18. January 28th, 2014

    Tim,
    Thanks for your tutorial, this is working perfectly.
    But if any way to avoid the images download.
    The bottom of the mail showing download option to download the image. Pls help me…..

  19. February 3rd, 2014

    Tim Cai says:

    Jaison, is your image hosted on a web server?

  20. February 4th, 2014

    Sebastian says:

    Hi tim,

    Thank you so much for this great tutorial.
    It works well, however i was wondering if you know how to prevent underlined text links in Outlook?
    Font-decoration none is working fine in thunderbird, but in Outlook text links always get those stupid blue underline…

    Would be great if you would let us know the trick!

    Thank you in advance,

    Sebastian

  21. April 9th, 2014

    mark says:

    Hi so I created an email signature everything works great. The only question I have is when I send the email the recipient gets a pop up that says download images, of course when they click it then my signature images pop up. Is there a way to avoid that message popping up for people all the time?

  22. April 9th, 2014

    Paul says:

    Ok so when I hit new E-mail message, the correct email footer comes up, but when I reply to a message, the formatign is all wrong and the logo is not shown. Any suggestions?

  23. May 14th, 2014

    Mike says:

    Hi, I had no problem, until I changed to Windows app, and the Microsoft Office apps. Now I see no \AppData\Roaming\Microsoft\Signatures.
    Is this because it’s an app rather than program?

  24. May 14th, 2014

    Mike says:

    sorry, I did mean Windows 8, not Windows app…

  25. May 27th, 2014

    Thanks for the tutorial – I couldn’t figure out how to get the HTML version to show and this did the trick!

  26. June 12th, 2014

    Michelle says:

    I have a HTML signature with image map. Works fine on Outlook 2007 on Windows 7. Created by pasting signature files to Signatures folder. Have tried creating the same HTML signature with image map in Outlook 2013 on Windows 8. When you create the email the signature works fine, with links displaying on mouse over. But when you send the email the received mail just displays the image map as an image with no links associated. Have you come across this and any suggestions to make HTML image map signature work? Thanks for your help.

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