Create & setup email signature on Outlook and Gmail appsHow to Create your HCZ Email Signature
Table of Contents
- Create your Email Signature in Outlook.com for Windows & Mac
- Create your Email Signature in Outlook desktop app on Windows PC
- Create your Email Signature in Outlook desktop app on MacBook
- Create your Email Signature on Gmail.com
- Troubleshoot common Outlook Signature issues
- Troubleshoot common Gmail issues
Create your Email Signature in Outlook.com
For both Windows & MacBook
- Open your preferred web browser (example:
Google Chrome) - Go to outlook.com
- Click the Sign in button at the top right of the page
- Select Settings icon
- Then click View all Outlook settings in the lower right of the page
- Select Email tab
- Then click Compose and reply tab
- Copy the signature template below:
Jane Doe p: (800) 123-4567 | e: jdoe@hcz.org a: 35 E 125th St, New York, NY 10035
|
- Now, paste the copied template into the
signature box. - Replace existing
names,job title,email,addresswith your info.
Important Note: DO NOT change the HCZ Email Signature formatting! You should only replace the default information with your name, title, office address, and phone number. Everything else in the signature stays the same. DO NOT add inspirational quotes, emojis, illustrations, or images. - Check the Automatically include my signature on new messages that I compose box
- Then click Save to save signature
Create your Email Signature in Outlook desktop app on Windows
On Outlook Desktop App
- Launch the
Outlook appÂ
- Click New Email to open a new message
- Then Select the Insert tab
- Now click the Signature dropdown tab and select Signatures…
- Under Select signature to edit, choose New
- In the New Signature dialog box, type a name for the signature
- Download a copy of the signature template below:
- Replace existing
names,job title,email,addresswith your info.
Important Note: DO NOT change the HCZ Email Signature formatting! You should only replace the default information with your name, title, office address, and phone number. Everything else in the signature stays the same. DO NOT add inspirational quotes, emojis, illustrations, or images. - Now, copy & paste the copied template into the
signature box.
Note: When the little clipboard appears, make sure to select Keep Source Formatting - Under Choose default signature, click the New messages: column and select your signature
- Then click OK to save signature
Important Note: If you have a Microsoft 365 account, and you use Outlook desktop app and Outlook on the web, you need to create a signature in both products. If you only use one of the two products, you only need to create a signature for that product. Reach out to a technician for further support here: help.hcz.org
Create your Email Signature in Outlook desktop app on MacBook
On Outlook Desktop App
- Launch the
Outlook app - On the Outlook menu, select Preferences
- Under Email, select Signatures
- Double-click Untitled and give your signature a name
OR
Click the
button in the Signature name box to add a new signature and give your signature a name - Download a copy of the signature template below:
- Replace existing
names,job title,email,addresswith your info.
Important Note: DO NOT change the HCZ Email Signature formatting! You should only replace the default information with your name, title, office address, and phone number. Everything else in the signature stays the same. DO NOT add inspirational quotes, emojis, illustrations, or images. - Now, copy & paste the copied template into the
signature box.
Note: When the little clipboard appears, make sure to select Keep Source Formatting - Then click the Save icon
- Under Choose default signature, click the New messages: column and select your signature
- Close the window to save changes
Important Notice: If you have a Microsoft 365 account, and you use Outlook app and Outlook on the web, you need to create a signature in both products. Reach out to a technician for further support here: help.hcz.org
How to Create your HCZ Email Signature on Gmail
Launch the Gmail app or go to gmail.com
in Gmail
- On your Gmail, navigate to Settings.
- Click the See all settings button.
- Scroll down to the
Signature section. - Copy the signature template below:
Jane Doe p: (800) 123-4567 | e: jdoe@hcz.org a: 35 E 125th St, New York, NY 10035
|
- Now, paste the copied template into the
signature box. - Replace existing
names,job title,email,addresswith your info.
Important Note: DO NOT change the HCZ Email Signature formatting! You should only replace the default information with your name, title, office address, and phone number. Everything else in the signature stays the same. DO NOT add inspirational quotes, emojis, illustrations, or images. - Under Signature defaults, choose your newly created HCZ email signature for
NEW EMAILS USE
- Click the
Save Changesbutton found at the bottom of the page.
How to manually insert email signature to new message(s) on Gmail
Launch the Gmail app or go to gmail.com
in Gmail
- Open a New Message.
- On the lower right part of your window, click the Insert signature icon. You can find it at the bottom of the
New messagewindow. - Select your newly created HCZ signature or signature that suits the email type
- Compose your new email and send.
Quick tip: If you can see your email signature image but your recipients cannot, their email clients may be preventing the automatic download of images. They can manually set Outlook to download the images shown in your signature by following this step: Automatically download signature images on Outlook. Reach out to a technician for further support here: help.hcz.org
Outlook Troubleshoots & Fixes
Images not appearing in Outlook desktop app but show up on Outlook online
Perform the following steps to check if it is set to allow Outlook clients to automatically download images:
in Outlook
- Go to
File>Options>Trust Center>Trust Center settings>Automatic Downloadand make sure to uncheck the check box of below options, then click OK
- Don’t download pictures automatically in standard HTML e-mail messages or RSS items.
- Don’t download pictures in encrypted or signed HTML email messages.
Quick tip: The above solution applies to Outlook app or Outlook Desktop client. Learn more on Microsoft community. Reach out to a technician for further support here: help.hcz.org
Gmail Troubleshoots & Fixes
You may have enabled the Plain Text mode on your Gmail, perform the following steps to resolve Gmail app not previewing signature images:
in Gmail
- Open a New Message.
- On the lower right part of your window, click the three-dotted icon. You can find it next to the trash bin.
- If you see a checkmark next to the Plain text mode, it is
Enable. Click it toDisable.
