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Using an HTML email signature: Unlock the power of email

Emails can start conversations and create opportunities. But when you’re trying to grow a business and leave a positive impression, the sign-off is just as crucial as the introduction.

An HTML email signature is a visual extension of your brand and what it stands for. Build unique, consistent, and engaging email signatures across your organization by following the tips below.

What is an HTML email signature?

Email signatures are blocks of texts and images at the bottom of an email. They contain details such as the sender’s name and contact information.

HTML email signatures take things up a step. They are strings of HTML code found at the end of outgoing emails which contain clickable links, colorful images, and custom graphics.

Creating an email signature with HTML code

The differences between plain text and HTML email signatures

An HTML signatures isn't the only option out there. Before we consider how to create an email signature in HTML, we need to understand what it’s not: a plain text signature.

Plain text

This is a simple, no-frills signature with words only. If you’re messaging friends or you only send the occasional email, you can’t go wrong with a plain email sign-off.

Think of a plain text email signature as a starter pack. It will function and it will work. But you’ll outgrow it eventually.

HTML email signatures

HTML email signatures combine the simplicity of plain text with much more visual appeal and functionality. If plain text signatures are the starter park, HTML signatures are the premium package.

Why use HTML email signatures?

HTML signatures are beneficial for three key reasons:

  • Recipients won’t miss your emails. Readers won’t overlook an email with a compelling, visually engaging HTML email signature. Stand out in a crowded inbox with an HTML signature.
  • They're interactive. The convenience and simplicity of HTML signatures encourage interactions, such as clicking on social media profiles.
  • Signatures are customizable. Whether you’re generating leads or pushing sales, you can easily customize signatures for a single team, or an entire company to suit your goals.

How to create an HTML email signature

If you’re ready to create an HTML signature, here are five steps to building your new sign-off.

1. Use HTML tables

While you could use tools like Photoshop to build your signature, the design may be lost in translation when it’s converted to HTML. Ensure your signature formats correctly by using HTML tables instead.

2. Input your contact details

Although it’s tempting to include everything from your Twitter handle to an inspirational quote, less is more with email signatures. Stick with basic contact information, such as an email address and contact number, for a sleek, eye-catching design.

3. Choose your logo

Build brand awareness and turn your HTML signature into a marketing tool by adding your company logo to your signature.

We recommend hosting your logo online rather than embedding it though. Also, if you’re coding your signature, make sure the HTML code is accurate or else the image won’t load properly.

Add social media icons to HTML email signatures

4. Add social media icons

If you have a social media presence, your signature can serve as a portal to your various profiles. Here are some suggestions for using them well:

  • Choose up to four networks you use the most. Too many social media icons leads to a cluttered appearance.
  • Make sure you use logos rather than links or else your signature will appear messy.
  • Don’t link to accounts you don’t use as this will create a negative brand impression.

5. Include promotional materials

Whether it’s a viral Tweet or a special promotion, customize your signature to suit your recipients. Your signature is an opportunity to remind them why they support your company. Use it showcase what makes your brand unique and exploit its marketing potential.

Can you use HTML email signatures in Google Workspace?

HTML email signatures are fully compatible with Google Workspace (G Suite). But even though you can create HTML email signatures using the Google Admin console, there are limitations:

  • You can only use up to 10,000 characters in the HTML code
  • There’s no way to auto-populate contact information from Google Directory.
  • You can’t test the signature before it goes live, so there’s no way to know how it will display in real time.
  • You can’t place a signature under every reply, causing the signature to stack at the bottom of the email chain.

Can you use an HTML signature for Outlook365?

Yes, but you may experience some compatibility issues if you’re using signatures in Microsoft 365 (Office 365):

  • Signatures will stack at the bottom of email conversatons.
  • HTML code can be stripped out of emails sent to mobile devices.
  • If the images are embedded rather than hosted, they will appear as attachments, increasing the size of the email.
  • As with Google Workspace, there’s no way to test your signature before launching it.

These issues are easily resolved with the right tools to hand. Email signature management solutions let you create and manage HTML signatures easily rather than wasting time manually embedding images and updating individual templates.

HTML email signatures - easier with Exclaimer

Create an HTML email signature with Exclaimer

Every business email creates an engagement opportunity. A chance to sell your brand, generate leads, and boost your engagement. But it’s not just about the content of your email. There’s so much potential hidden inside your email signature. Unleash it, and you’ll open a whole new marketing channel for your business.

Your HTML email signature is unique, just like your brand. We’re here to help you make the most of it. Turn your signature into a selling point. Drive more sales through your goodbyes. Try Exclaimer for free or get yourself an online demo today.


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