DESIGNING, CODING & DEPLOYING HTML EMAIL SIGNATURES - TECHNICAL CONSIDERATIONS
A Whitepaper by Rex Weston
Latest Revision - April 2016
TABLE OF CONTENTS
Design, Layout and Content Considerations
HTML Email Signature Coding
Sample HTML Email Signature Code
Email Signature Installation Approaches
Email Signature Use Issues
Gallery of Example Email Signatures
There are three approaches typically taken to creating an email signature:
Having worked at this full-time for 16 years, I've got a good sense of the limitations, problems and solutions pertaining to HTML email signatures. There are four aspects to deploying an email signature program, all of which are of considerable importance - these are:
PART 1 - BUSINESS EMAIL SIGNATURE DESIGN, LAYOUT AND CONTENT CONSIDERATIONS
Begin by Recalibrating Expectations
A great business email signature would:
A good business email signature is:
First of all, it just seems intuitive that creating a great email signature would be simple. Webpages can look beautiful and work flawlessly, even while incorporating complicated and diverse content. So an email signature, which is usually no more than contact information, a logo, and a few links, should pose no problem at all. Not true. We'll come back to why shortly.
The second reason it's necessary to begin by recalibrating expectations is that virtually everyone has received a beautifully designed email signature - an email signature that worked perfectly. Jumping to the (erroneous) conclusion that what they see is what everyone sees, this "perfect" email signature then sets the standard for the one they want for themselves.
The Problem is Easily Explained
Webpages display reliably because the only thing between the point of origin (the HTML code) and the destination (the webpage) is a browser. Displaying the webpage is the browser's primary job, so it facilitates this simple transaction between author and reader almost perfectly.
Email is technically identical to a webpage - that is, it's simply some HTML code that gets translated (by an email "client" program, not a browser) into something a person can read.
However, its "life" is frequently much more complicated than that of a webpage. It begins simply enough, the user composing a message using their email program (Outlook, iPhone, Gmail, etc.). The formatting of an email message, and signature, almost always starts out perfect. The next step though, is that it's received by someone who:
Understanding that failure will occur along these lines is key to the next step in effective email signature design, the compromise.
Given that email signatures do not work as well as we'd like, we need to settle for something less than perfect. The spectrum of choices ranges from brief text to graphically rich signatures loaded with hyperlinks. As is true of most things in life, a happy medium lies somewhere in- between.
As I've observed over the years, when the proper happy-medium is achieved, users settle in comfortably. Identifying where on the spectrum this happy-medium lies takes experience, good honest communications with the customer, and occasionally some trial and error.
As a rule-of-thumb, professionals (attorneys, CPA's, engineers, etc.) tend left of center of the spectrum shown above, while sales people (real estate, mortgage lenders, insurance), tend further to the right.
There is no right or wrong. With the signature on the left, Emily will experience a high degree of reliability. Almost every time she sees her signature, including in email threads that have gone back and forth a bunch of times, her signature's going to look about the same. Any anxiety Emily feels in regards to her signature is likely to come when she is exposed to a full-featured, graphically rich, signature and is left to wonder if she's missing something.
On the other hand, if Emily's using the signature on the right, she's likely to frequently see this:
This experience can create the opposite type of anxiety - leaving her wondering if maybe she hasn't gotten too fancy and is now creating an unprofessional impression.
Over the years I've created all types of signatures for people, helped people move back and forth across this spectrum, and watched as they finally get settled and comfortable with a signature that is always a bit less than perfect.
Note: For a person like Emily, using the signature shown above with all of the
Achieving the Compromise - Your Toolkit
Because of the likelihood that the user (your customer) will not have an in-depth grasp of the issues surrounding the use of their email signature, one of your jobs as a designer is to guide them down the most prudent path during the design phase. Where they may see nothing but colorful images, precision alignment, and numerous hyperlinks, you may be seeing ahead to the pending headache of explaining to them why it's not working exactly as they wanted it to.
From a reliability standpoint, your primary enemy is graphics. Lesser enemies are hyperlinks and text strings that can wrap badly.
Dialing back on the use of graphics can, at times, be accomplished with minimal impact on the visual quality of the signature. Here's a recent situation I dealt with. The full design the client specified was:
Each of the little logos in the row at the bottom was individually hyperlinked, all going to a specific manufacturer page on the ECA website. When this email signature traveled from MS Outlook to iPhones and back, the result was:
Responding to the customer concern, I improved this by grouping the ten logo graphics into one graphic:
Following this improvement, the resulting degraded signature appeared as:
As you can see, the failure above is more gracefully presented than the one with eleven
To illustrate a different approach, let's return to the Recruiters International signature for Emily Fitzpatrick. As you recall, she had eight social media (type) icons at the bottom of her signature:
As a result of all the graphics (logo and many icons), her signature looked as follows after making the roundtrip from Outlook through an iPhone and back:
In this case, we were able to clean it up significantly by changing the icons to text. The look of the intact signature then became:
As a result of this adjustment, her signature now looked as follows after making the roundtrip from Outlook through an iPhone and back:
Now, this may or may not have been the happy medium for Emily - it really depends upon how wedded she was to those social media icons. At least I was able to offer her options, allowing her to be the final arbiter.
Next let's take this drive towards greater reliability a step further. Sometimes it's possible to create a good reproduction of a company's logo by using stylized HTML text. Here's an example of a signature I designed recently that had four graphics - the company logo and three social media icons:
After this was put in use, the customer indicated that a few users were experiencing a considerable degree of consternation over the behavior of the graphics, and would it be possible to reconstruct the signature with no graphics at all. The resulting text-only signature was:
At this point we have a signature that is going to present minimal changes as it travels from email program to email program.
Back-and-forth between MS Outlook and iPhone / iPad results in no degradation.
Gmail changes the font styling to Times New Roman and collapses the two vertical green bars into one.
Note on Line Spacing (Leading): Many normal HTML styling tricks are unavailable to you when designing email signatures. One of these is an ability to reliably create reduced line heights. As a result, a reliable text-based recreation of a stacked logo that utilizes tight leading is not possible.
In this section I've covered the process of stepping backwards across the performance / design spectrum. Understanding the tools that are at your disposal, and the gains and sacrifices made by various choices, puts you in a better position to commence the design phase of your project - the goal being to present the customer with a design that satisfies them when first seen, and then continues to satisfy them when in actual use.
Forward Looking Design & Layout
One trap that's important to avoid is the creation of a design that cannot handle abnormally long strings of text. This is most common when it comes to titles. You may anticipate a title such as "Vice President of Administration" but not be prepared for "Senior Manager of Workplace Automation and Production Controls". The graphic below is an illustration of a design concept that could suffer from this problem.
Sometimes the most practical solution is to deal with the handful of anomalies (long names or titles) on a custom basis, in the case above perhaps manually widening the design in the few cases where it's necessary.
Email Signature Design & Layout in the Age of Smartphones
Prior to smartphones, email signatures wanted to be horizontal. The goal was to allow them to be seen fully even when an email message wasn't opened on a computer, but instead was viewed in the preview pane. It was safe to assume that we had at least 650 pixels in width to work with. Now, and undoubtedly into the future, email signatures want to be vertical - smartphones offer limited viewing area and an overly wide email signature can lead to any of the three following problems:
Let's look at the problems in detail. First and foremost is text wrapping. A linear presentation of phone numbers and addresses is often preferable from a design standpoint:
1800 East Washington Avenue, New Lisbon, WI 53303
Tel: (608) 233-3100 | Mobile: (608) 845-8333 | Fax: (608) 233-3199
However, the wrapping on a smartphone may cause this to be displayed as:
1800 East Washington Avenue, New
Lisbon, WI 53303
Tel: (608) 233-3100 | Mobile: (608)
845-8333 | Fax: (608) 233-3199
It's useful to note that expectations seem to be low for the display of signatures on smartphones - most people recognize that the screens are small with the result being that perfect formatting may suffer. However, if the above wrapping proves to be unacceptable to the customer, the obvious solution is to move to a stacked design:
1800 East Washington Avenue
New Lisbon, WI 53303
Tel: (608) 233-3100
Mobile: (608) 845-8333
Fax: (608) 233-3199
It is also important to think about the width of any graphics you may use, and if overly wide, how they may translate to display on a smartphone. Below is a graphically based signature design I did for a customer a number of years ago.
There are two ways, both bad, that this may be displayed on a smartphone. As seen on the left below, it can be scaled down to fit the window. In this case, the text in the signature becomes completely unreadable, making it impossible to even read the sender's name. (I have seen cases where the message text itself is also shrunk at the same proportion as the signature graphic, making the entire message unreadable). The illustration on the right shows the alternative condition - the signature graphic is displayed full size, cutting off the vast majority of it.
In designing email signatures these days we must assume that they will be received on smartphones. As a result it is important to do your best to keep graphics to a reasonable width (a 300px maximum is a good rule-of-thumb).
It's also important to remember how table layouts can limit available display space on smartphones. From a design standpoint, I tend to favor what I call a "side-by-side" design when confronted with a square, round, or vertically oriented logo. However, this layout is a poor choice when a logo is horizontal in its orientation. Here's an example:
This is an attractive design and it's easy to understand why the designer and the client decided to move forward with it. However, by our rules, the use of a horizontally oriented logo in a side-by-side design is clearly a mistake. Why? Because of the way it will be displayed on a smartphone:
For text & logo business email signatures, the "stacked" design (example shown below) is always the best option, with a "side-by-side" design making sense for some logo shapes (square, round, or vertical).
Although this can feel very limiting, I've found that it's almost always possible to find a compromise design that the customer is comfortable with. Sometimes, unfortunately, this is a multi-step process, as it's often the case that customers only become truly aware of the technical limitations once they put their email signature into actual day-to-day use.
There's a great deal that's been written about what content belongs in an email signature, and what doesn't. Although I've designed literally thousands of signatures, I don't have a strong opinion as to what should be included - I think that the content decision is very customer specific. That said, here are a few experience-based observations:
Photos: Realtors & Mortgage Loan Officers often like photos of themselves:
Links to Bio Pages: Whenever bio pages for individuals are included on a website - attorneys almost always - then the email signature should include a hyperlink to the bio page. Email signatures provide a natural feeder into the more detailed bio page, allowing the sender to feel confident that he or she is sharing information about themselves in an effective and efficient manner.
Taglines: In some cases the addition of a company tagline is desired - I usually add them at the bottom of the signature, using a colored font if appropriate, such as I did here with the "We Build Trust, Teams & Integrity"
Page-Specific Hyperlinks: Some customers have very specific items on their website that they want to call people's attention to. If this is the case, it may be appropriate to add these as page-specific links in the email signature itself, as we did here with "see a demo", "buyer's guide" and resource center".
User Optional Content: One of the things that can make email signature design a challenge is the variations between users. Some may want to include their mobile phone number, some may prefer not to use their title, some may work out of a home office and hence not want to include a physical address, etc. Furthermore, email signatures are quite personal. The more latitude you give to users to customize their signature (within set boundaries) the more likely your program roll-out and adoption process will go smoothly. I often make social media links optional, always make mobile phone numbers optional, and sometimes make other data elements like a toll free number, a tagline, or page-specific hyperlinks optional.
Here's how I approach virtually every new email signature project:
PART 2 - HTML EMAIL SIGNATURE CODING
Please note that the coding techniques that follow are the result of extensive experimentation and long-term testing. While you may feel as if you can see ways of modifying or improving them, the chances are good that your ideas have already been tested and rejected for one reason or another.
Image Pixelization: While some logos are more susceptible to pixelization than others, it's always best to display a clean, unpixelized, logo. The graphic below shows a clean and a pixilated version of a logo - the top is the full logo shown actual size and beneath it is a snippet of the logo shown at a 1000% zoom.
There are three aspects to achieving a good display. First, start with a good high resolution copy of your logo, and then scale it down to the exact size you want to use in your email signature. The final size will vary depending upon your logo and your signature design. As a rule-of-thumb I'd expect a horizontally oriented logo, such as the Vega Consulting logo shown above, to be 150 to 250 pixels in width. For a square, round, or vertically oriented logo, I'd expect the height to be from 70 to 90 pixels. Make sure you create a scaled down version of your logo that looks clean and sharp.
Next, you'll want to display your logo at 100% - do not allow the logo to be shown at any other size - it will always look bad if you do. Simply use the height and width settings in your image reference to do this:
<img src="http://www.digitechbranding.com/images/VegaConsulting.gif" width="214" height="46">
Finally, I recommend that you always use GIF or PNG graphics.
Spacing Between Text: As hard as it is to believe, if you're designing email signatures for use in Microsoft Outlook you may not be able to accomplish this:
Tel: (414) 473-6812 Mobile: (414) 988-3211 Fax: (414) 473-6819
You're likely to end up with:
Tel: (414) 473-6812 Mobile: (414) 988-3211 Fax: (414) 473-6819
The natural programming inclination is to simply string together a series of non-breakable spaces - - to achieve the spacing you want. Micorsoft Word, Outlook's editor, will strip out all but the first of these  's (note: the use of &#160 won't help). You'll be left with just one, and hence your signature will render as:
Tel: (414) 473-6812 Mobile: (414) 988-3211 Fax: (414) 473-6819
One solution is to insert a white or transparent spacer graphic in between the text you wish to separate. This will work fine, but carries two potential drawbacks - some potential increase in your SPAM score and more graphics showing up as attachments when that happens (and it will at times).
The solution I prefer is to use a pipe (vertical line symbol) to create the desired separation:
Tel: (414) 473-6812 | Mobile: (414) 988-3211 | Fax: (414) 473-6819
This has proven reliable and from a design standpoint seems to be generally acceptable to most graphic designers and marketing people. I usually set the font color to a light gray for these pipes:
Tel: (414) 473-6812 | Mobile: (414) 988-3211 | Fax: (414) 473-6819
Avoid White Fonts: The above discussion of creating visual separation may lead you to the idea of simply making the separator pipes render in white, thus disappearing visually. That works, but setting font colors to white (or even something else that's super light) can be a SPAM trigger. It's not a risk worth taking.
Avoid Special Characters: I've experimented with the use of &#9632; to create solid squares as separators between text. Although this works nicely, I've encountered many instances of email messages being sent to SPAM folders as a result of this character triggering a "Russian Character Set." As a result, I've learned to be very prudent about my use of any special characters in email signatures I design.
Spacing Between Lines: The best approach I've found is to make frequent use of table rows and then to set the top and bottom padding as needed:
<td valign="top" style="padding-left: 0px; padding-top: 9px; padding-bottom: 9px; padding-right: 0px;">
This approach to controlling line spacing works quite reliably.
Note of Caution: I do not recommend using a reduced line-height parameter to tighten up the spacing between actual lines of text that will appear in the signature - some smartphones will display those lines of text as overlapping, one partially on top of another.
Horizontal & Vertical Spacing - Another Strategy: Another approach to spacing is padding images with white space. You can create precise and reliable spacing around images - left, right, top or bottom - simply by padding the image with white space. You should never hesitate to use this technique if it can help you.
Images as Attachments: No one wants their email signature to result in attachments. Unless you're willing to skip the inclusion of your logo graphic, precluding attachments 100% of the time cannot be achieved.
There are, however, two things that you can do at the HTML programming level to help. First is to minimize the number of graphics you use. Your logo, and social media icons probably have to be graphics. In most cases, there shouldn't be any other graphics included in an email signature.
Secondly, there's an old, undocumented, attribute - NOSEND - that works in some cases to prevent images appearing as attachments. I've used this since 1999, and during the few occasions where I've removed it I've had increased reports from my clients of images being attached. I've never found any downside to it, and so continue to use it in every image reference as follows:
<img src="http://www.digitechbranding.com/SocialMedia/Twitter-21x17.gif" nosend="1" border="0" width="21" height="17" alt="Twitter">
Note: For a deeper explanation of "images as attachments" please refer to these two FAQ's:
Sometimes my signature appears as an attachment
I'm confused by how images work, and don't work, in signatures.
Don't Use Image Mapping: Image mapping used to be a great way of incorporating multiple hyperlinks in a single graphic in an email signature. It works well with everything I'm aware of except for Outlook 2010. If you will have users installing signatures into Outlook 2010, image mapping built into their email signature will not work. (It can seem like it works, but it doesn't - don't be fooled!)
Use full URL's in Hyperlinks: Some of the smartphone platforms require the full URL, always including the www, in order for a link to properly open the page in the browser when clicked.
Don't use TinyURL's or goo.gl's: The use of TinyURL's (including Google's goo.gl's and bitly links) can increase the likelihood of your email winding up in a SPAM folder.
Font Sizing: For the best reliability across devices and email programs, use point size (PT) rather than pixels (PX) to set your font sizes.
CSS Styling: All CSS styling must be done inline. While this seems inefficient and creates rather messy looking code, it's the only way of ensuring that your styling will work.
Compacting Your Code: White space & carriage returns that you may use to write clean HTML code that can be easy to interpret can have an adverse effect on your rendered HTML email signature. I suggest working with clean code while creating and debugging your signature, but then compacting it by stripping excess white space and carriage returns prior to putting it into use.
Conclusion - HTML Email Signature Coding: Reliably testing email signatures is very difficult and time consuming. The hidden and unexpected traps are many, and they often don't expose themselves easily or quickly. Starting from a solid base of knowledge & experience helps significantly in arriving at a good result in an efficient manner. If you'll follow the advice presented here, and work from the sample code provided, you'll be well on your way to creating a reliable, high-performing, email signature.
PART 3 - SAMPLE HTML EMAIL SIGNATURE CODE (for the "Vital Design" signature shown below)
PART 4 - EMAIL SIGNATURE INSTALLATION APPROACHES
How you install your email signatures can play an important role in how they perform. We provide detailed installation instructions for almost all major email programs from this page:
In this section of this article I will point out some of the less obvious issues that you may want or need to consider.
Two ways of installing into Microsoft Outlook (on a PC): The approach I take for almost all email signature installations (except Outlook on a PC) is to:
Although being embedded stops them from being blocked by recipients who have "image blocking" turned on, there are three significant downsides to embedded images.
It's very important that you understand the difference in these two approaches, and are prepared to explain the differences in behavior to users.
No Signature Editing in the Signature Dialog Box Itself: Most of the code in an HTML email signature is hidden from view - formatting, hyperlinks, etc. When using the copy-paste installation approach, the end-user will not see the hidden formatting - they get a WYSIWYG view. Overseeing thousands of signature installations by end-users over the years, I've learned that the likelihood of users damaging the hidden formatting is quite high if they begin editing the signature in the edit window - they touch the DELETE key one too many times, and boom - something breaks. Often they don't know it, and maybe a year later they're saying, "Someone just told me that the link to our website doesn't work in my signature."
My suggestion is that you prompt users to enter any specific text that they desire into to edit window before pasting in the HTML signature. So, if you're going to let them choose between "Sincerely," "Kind regards," or "Yours truly," have them type that in before pasting in their HTML signature. If they leave everything alone after pasting, you can be assured of a good result.
Skype Plug-in Reformatting Phone Numbers: If you have a user with Skype's plug-in installed, you may experience a reformatting of the email signature as shown below - the version on the left is the expected version, the one on the right is how it looks after being modified by Skype.
"Signature Is Too Large" Error: Some email programs, especially some webmail (including Outlook Web Apps), have a size limit for the HTML that makes up an email signature. In most cases it's possible to tighten up your HTML code to accommodate these limitations. Easy first steps are to use short file names for graphics, short (or no) ALT TAGS, and so forth. I've also converted long confidentiality statements into graphics on some occasions to make the HTML smaller. There's usually a way of working within these constraints.
Browser-Based Copy & Paste Installation Problems: Using the copy & paste installation approach that I recommend, there's a potential for a problem related to the actual browser's ability to transmit the full HTML to the clipboard. For example, I've discovered that Safari simply strips / reformats essential HTML code during this process virtually guaranteeing a poor result. Mac users really must use Firefox or Chrome to execute the installation with success.
Although problems with this seem to be very rare, from a trouble-shooting perspective it's a good thing to take a look at if nothing else is making sense. Sometimes just reinstalling after opening the signature in a different browser is all that's needed.
Conclusion - Email Signature Installation Approaches: The installation of your email signature plays a vital role in its performance. Although they are truly easy to install, problems are not unheard of. When problems do arise, they can usually be resolved quite easily provided you know what to look for.
PART 5 - EMAIL SIGNATURE USE ISSUES
Once you've got people up and running with their new email signatures you're likely to face a brief adoption / learning curve. These issues are all really quite simple, and are basically educational in nature. Following are the things you're most likely to hear or encounter.
"Sometimes My Signature's Just Not There" This usually pertains to an Outlook user who has their signature set up to appear for replies. Typically what happens is that everything is working for the user as expected until they go to reply to a PLAIN TEXT message. Outlook cannot then apply the HTML version of the email signature, and as a result, the user thinks that there's something wrong. It doesn't take much for users to learn to recognize plain text email and to understand why their full HTML signature won't appear in those cases.
Another confusing situation can occur when a user has multiple email accounts configured. They may have the signature set as a default for one account, say Julie.Wilson@business.com but for a second account, JulieWemail@example.com they don't have it set up. Most of Julie's email at work is to her business address, and so she gets used to seeing her signature appear when she replies to an email. However, when she happens to reply to an email that's come to her personal account the email signature doesn't show up. Because she gives little or no thought to which of her email accounts is actually in use, she thinks her email signature is not working correctly.
"My Signature's Just All Messed Up" This complaint is usually accompanied by a forwarded message that's come from an iPhone, or one that's formatted as plain text. The user sees their signature after being processed by an email program or device that's not well configured to send it. The result is, as the user states, "messed up." Typically the user needs to gain an understanding that the signature probably looked and worked correctly as the recipient was reading the message, but that when the recipient clicked REPLY, their email program couldn't properly process the formatting and messed the signature up at this point. In my experience, users quickly get comfortable with this.
"The Links in My Signature Don't Work" Links in email never work while composing. Have the user compose an email message using their signature, send it to themselves, and try clicking the links while they're in "reading" mode. They'll see that the links do indeed work, and they'll never worry about this again.
"My Logo's Missing from One Occurrence of My Signature in this Email Thread" Outlook 2003 has some sort of a bug that causes the second occurrence of a graphic to disappear. If the same graphic is referenced ten times, occurrence one will appear, occurrence two will be shown as a red X, and occurrences three through ten will appear. When it comes to signature graphics, this often means that the second occurrence of a person's signature in a thread has one or more missing graphics.
Conclusion - Email Signature Use Issues: With the introduction of your new email signatures you'll need to deal with a brief learning curve by your users. This typically lasts no more than two or three weeks, and usually entails answering a few standard questions. All users really need is to understand is that their signatures are working as designed. Once they're comfortable with this they tend to be entirely content, and usually quite pleased, with using a high-performing HTML email signature.
PART 6 - GALLERY OF EXAMPLE EMAIL SIGNATURES