Customized Outlook Signature


(509) 527-HELP
[email protected]

Download 'HTML Signature' Tutorial DOC here




  Purpose Of A Signature File
A signature file is a pre-made closing for the end of the e-mail. Instead of typing name and contact information when closing a letter the signature file will appear at the bottom of a new e-mail.

  Purpose Of A HTML Signature File
An HTML signature is an advanced signature file where Outlook inserts a webpage inside the e-mail. This allows graphics and backgrounds to become an automatic closing.

  Multiple Login Names
You may find more then one login named folder in the Documents and Settings folder.
For example:


The folder you need will have this or a similar format. (Look for the underscore_) Ignore the other folders. Trial and error has proven to be the best way to find the correct folder. If the signatures folder is not in any of these folders then you will need an account created and set up.

  Login Name Is Not In 'Documents and Settings' Folder
You will need an account created. Contact Debbie Sands or the Helpdesk to get it set up.

Debbie Sands
[email protected]

[email protected]


The 'Signatures' Folder Is Not In 'Microsoft' Folder
Outlook does not automatically create the Signatures folder. You must create a New signature under

Tools | Options | Mail Format | Signatures | New.

The information in this signature is not important. Its sole purpose is to force Outlook to create the Signatures folder. Once you have finished creating a new signature, close the options and try again to locate the signatures folder under the Microsoft folder. If you still do not find it make sure you are in the correct login name.

Alternate Text Signature Is Appearing Instead Of Signature Image Graphic
A red “x” will appear in a new e-mail if Outlook cannot find the correct files or the "Use Microsoft Word to edit e-mail message" is  unchecked. 

Navigate to: 

Outlook | Tools | Options | Mail Format | Message Format

"Use Microsoft Word to edit e-mail message" must be checked for the graphic to appear in the e-mail.

If it is already checked this could mean that you pasted the signature files into the incorrect login name folder, or a file did not get copied.

The .gif file must be in the “images” folder, and the .htm file must be in the Signatures folder.

Navigate to C:\ Documents and Settings \ login_name \ Application Data \ Microsoft

The files should be in this order

- Microsoft folder

- Signatures folder

- .htm file

- Images folder

- .gif file

It is possible you copied the 'YourName' folder from the P: drive rather than only the contents of that folder. Double check to make sure there are no extra folders under Signatures. There should only be an images folder.

If it still does not work check to see if you have multiple login names. If this is the case, some trial and error is the best way to find the correct folder.

If this is already correct then the problem is within the HTML coding.

Contact the helpdesk ([email protected]) to have this fixed.



  Alternate Text Signature Is Incorrect
This is an error in the coding. If you are not comfortable with HTML a web technician can correct it for you.

Contact th Helpdesk ([email protected]) or ([email protected])


  Plain Text Signature Is Appearing Instead Of Signature Image
When creating a new e-mail in Outlook and a plain text signature appears you will need to navigate to

Outlook | Tools | Options | Mail Format | Message Format

Double check that ‘HTML’ is selected in the drop down box.

(When replying to a Plain Text e-mail, Outlook will only display your Plain Text signature. If a user has their Outlook preferences set as plain text there is nothing you, as the sender, can do to change this. Even if you create a new E-mail with your HTML settings, the recipient’s Outlook will display it as Plain Text. Because this is a common setting it is good to double check that your Plain Text information is correct.)

  Plain Text Signature's Information Is Incorrect
If you reply to a Plain Text e-mail and the information in your signature is in correct you will need to do the following:

1. Navigate to

Outlook | Tools | Options | Mail Format | Message Format

2. Change the dropdown from HTML to Plain Text and click OK.

(Do NOT edit your HTML signature while in Plain Text mode. It will override the HTML information and you will have to recopy the files.)

 3. Next, you will need to open My Computer and navigate to the signatures folder on the C: drive. In the signatures folder find the .txt file and open it with Notepad. Edit the information from there and save the file.  (If there is no .txt file open the .rtf with Microsoft Word instead.)

 4. Go back to Message Format in Outlook and change the dropdown back to HTML and click OK.

The next time Outlook overrides your Signature Image with a Plain Text signature it will have the modified .txt information.

  Unable To Copy And Paste
When copying files from the P: drive to the signatures folder on your C: drive you may run into a problem with the Copy or Paste being grayed out, unusable, or simply not an option.

If you are right clicking to paste be sure you’re in the white space and not on a file. If the mouse pointer is over a file it will not give the option to paste. If this is not the problem then a technician will need to look at it.

Contact Helpdesk ([email protected])


  There Is No Name In Signature Drop-Down Options Under Mail Format
If this is happening Outlook cannot find the files you copied to the Signatures folder. Double check to make sure you copied the files into the correct Signatures folder. You may be copying them to the wrong login named folder under 'Document and Settings.'

Image Is Rendering Distorted Or Blurred
This is an error in the coding or the .gif file. You will need to change the 'Width' or 'Height' of the image. If you are not comfortable with HTML or PhotoShop a web technician can correct it for you.

Contact Helpdesk ([email protected]) or ([email protected])


  Signature Image Does Not Appear On Replies
This is a Preference setting in Outlook.

Navigate to:

Outlook | Tools | Options | Preferences | Email Options | On replies and forwards |

When replying to a message |

Change the dropdown box to:

“Include and indent original messages text”.

(You may want to change the forwarding option as well)

Click Ok

  Spellchecker Seems To Be Turned Off
When combining Headers and Signatures you may run into this problem. Outlook displays Stationary headers on the right hand side of the Signature Image. To fix this the header must be coded into the Signature HTML. The side effect is that Outlook does not spell check the content of the HTML file. If you type underneath the Signature or above the header you will find Spellchecker works fine.

(A solution to this is being worked on.)

  Header Appears Alongside Signature Image Rather Then Top Of Layout
Outlook will not allow Stationary and Signatures to coexist in the same e-mail. The technical reason is you are putting two separate HTML files into the same document. The simple explanation is Outlook chokes on too much information. 

The solution to this is to have a web technician create a special Signature file that includes both header and signature information and graphics. However, the downside is you may lose the ability to spell check.

Contact Helpdesk ([email protected]) or ([email protected])


  Image Link Is Incorrect
When you click on your Signature Image or Header it should send you to a separate Webpage. To change the Webpage the link must be edited within the .htm coding.

If you are not comfortable with HTML a Web Technician should do it.

Contact Helpdesk ([email protected]) or ([email protected])