Create a template for different email formats

This article applies to the web UI. If you use the desktop app (Manage Signatures App) to manage email signatures, see the related article for the desktop editor: Create a template for different message formats (desktop editor)

To ensure that your signatures are displayed correctly on all devices and email clients, you need to pay special attention to the format of your signature template. When an email message is sent, our software adds a corresponding signature template based on the format of this message. Some email clients and devices are set up to send emails in one format only. If a signature template in that format is missing, no signature will be added. That is why you should create your template for all available formats.

The signature template editor allows you to design individual templates for HTML and plain text email messages. You can also quickly convert your HTML signature template to a plain text format.

RTF signature format

The desktop version of the editor (accessible via the Manage Signatures App) lets you edit signature templates in the Rich Text Format (RTF). The web-based editor no longer supports editing RTF signatures, but signature templates in such format are automatically generated from plain text signatures when you save your template.

Use the buttons in the Format group (Fig. 1.) to switch between the HTML and plain text format view. Design your template for each format individually or use the Convert to plan text button to automatically create a plain text format signature from the HTML template. The template customization options available on the ribbon change depending on the selected format. For details, see the table at the end of this article.

When you change the template format, some commands on the ribbon change as well.
Fig. 1. When you change the template format, some commands on the ribbon change as well.

Which message formats are available and what are the differences between them?

HTML offers more signature customization options than the other formats and gives you access to most features of the signature template editor. HTML is also currently the only format that allows you to embed graphics into email signatures. The predefined signature templates included in the editor are all HTML-based.

The plain text format supports no message formatting at all. Plain text signatures are important if people in your organization send emails from mobile devices (many mobile devices send plain text emails by default or convert emails to plain text when you forward/reply on a mobile email client).

Convert plain text emails to HTML (server-side mode)

CodeTwo Email Signatures for Office 365 recognizes the format of your email and adds a corresponding signature template. However, the program can automatically convert plain text emails to HTML, so that HTML signatures are added. When editing a server-side signature rule, go to the Design tab and select the checkbox located at the bottom of the window (Fig. 2.). Automatic conversion to HTML is particularly useful if a lot of people in your organization send emails in plain text (e.g. from mobile devices).

This checkbox lets you decide if the software should convert plain text emails to HTML.
Fig. 2. This checkbox lets you decide if the software should convert plain text emails to HTML.

A list of options available for different formats

Location Available options
HTML Plain text
Main tab > View
  • Signature preview
  • HTML source
  • Show sample thread
  • Signature preview
  • Show sample thread
Main tab > Font
  • All font related options
  • Not available

Formatting tab

  • All formatting options
  • Not available
Main tab > Insert
  • Table
  • Picture
  • Link
  • Social link
  • Placeholder
  • Conditional placeholder
  • Remove empty placeholder
  • HTML snippet
  • Special character
  • Social link
  • Placeholder
  • Conditional placeholder
  • Remove empty placeholder
Email layout tab
  • Signature position options
  • Show sample email thread

Email sections you can insert and configure:

  • Signature
  • Header
  • Left banner
  • Right banner
  • Signature position options
  • Show sample email thread

Email sections you can insert and configure:

  • Signature
  • Header
Table layout tab
  • All table related options
  • Not available
Link tab
  • All link related options
  • Not available

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