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Step by step
You are here: Home / Tutorials / Step by step / General instructions / Create email signature
Step by step
Create email signature
This is a step by step guide, but feel free to attend the webinar, it will demonstrate in detail and you can ask questions.
You can store your email signature in onOffice and easily manage multiple signatures. Mostly signatures are used in HTML format, because images, logo and other graphical elements as well as font formatting can be used there.
The email signature is user-dependent and is managed in the settings of the individual user. If you are not an administrator, you can only edit your own signature if the administrative right User administration is active.
Open the user administration via .
There you select the user to be edited or his settings.
Open the “Email” tab in the user.
The default signature is suggested by the system when writing an email and is also used in some automated processes. With ‘Create new signature’ a new signature is created.
Please assign an abbreviation for this signature, then check the box ‘Make this signature the default signature’ and select ‘HTML’ as the format.
You can enter the content directly into the text field, but it is more comfortable if you call the editor. To do this, click on the icon 
. A detailed explanation of the editor can be found in the online guide.
It is best to specify a font and font size before entering the text. These settings can also be adjusted afterwards.
You can type the text or copy and paste an existing signature.
Please note: Even if pictures or similar are displayed at the beginning, these elements cannot be inserted by copying, they have to be inserted afterwards.
Hier finden Sie
Font and font size
If you do not specify a font, the program decides at the email recipient which font is used for display. This font can be very different from the text of the email.
For this reason, you should always specify a font, preferably the one used for the text of the emails. If you use the onOffice sample templates, the font Arial is selected.
Many programs, e.g. browsers, often use Arial, Helvetica, Verdana or similar fonts. Therefore, it is enough to choose a font that is as similar as possible, it does not have to be the exact one.
As in Office, select the text and then choose the appropriate font from the menu.
Colours and graphic elements
You can perform further formatting, the individual menu items are explained in the online help . You also have the option of including signatures through macros.
Insert link to homepage
You can also include a link for their website or email address. To do this, select the text that is to act as a link and choose “Insert link” 
.
In this dialog you enter the address of your website under URL.
Or in case of email reply, please adjust the link type and enter the email address.
Here’s the result:
Include logo
Depending on the security settings of the customer’s email program, images may not be displayed at all (a placeholder is displayed) or may not be displayed correctly.
Prepare image:
Unfortunately, some email programs such as Outlook do not display images in emails as large as specified, but in their original size. Therefore, the image must be brought to the correct resolution with an image editing program before uploading. For a passport photo, the width should be about 85 pixels. For a business card ‘across the page’ about 650 pixels.
To do this, place the cursor on the position where the image is to be inserted and start the image wizard by clicking on 
.
The image cannot be inserted directly from your computer, it must be on the onOffice server. Click on Browse Server to display the stored images.
If the “Files” button is missing or not working in the popup, you should update your Flash player. You can download the latest version from www.adobe.com .
At the beginning there is no picture saved and you have to upload it. Click on Upload in the upper right corner and select the desired file(s) on your computer. Please make sure that you upload the image in the size you want to use it.
Click on ‘Open’ to add the image to the selection of images to be uploaded.
You can use the ‘Select’ button to add another file to the list for upload. Once you have selected all the files, click on the ‘Upload’ button to start the transfer to the server.
Now you can see the image in the overview the uploaded images.
To open the detailed view of the image click on it. Datails of the image are displayed in the lower area.
With a click on ‘Select’, above the picture, the picture is taken over for the signature. You can make further settings in the image properties dialog.
Important: If only one image with all contact data is used as a signature, the legally required information should be entered in the Alternative text field. See signature without text.
Apart from the alternative text, no other option is usually required.
The finished signature will look like this:
Please close the editor again via the symbol and save the signature afterwards.
Please check your signature with a sample email.
Signature without text
Here the example with a ‘business card’, thereby an accordingly larger picture is embedded. Go to the place where the picture is to be inserted and click on .
In the following dialog, the image is selected via Browse Server.
Please enter the legally required data under Alternative text.
The finished signature then looks like this, for example:
