Inserting an Outlook for MAC Signature

signature-outlook-macI don’t currently own a MAC, but I do love my iPhone and iPad. However, several of my past PC clients have now migrated to MACs and want to know how they can integrate their old Outlook HTML stationery onto their MAC. The answer is, you can’t. At least not in the way you used to on your PC.

But, with the help of my clients and some trial and error, we’ve found a few ways to achieve this.

First, let’s talk about adding a simple graphical signature and logo to your MAC signature file. These two images should first be uploaded to your server, so that when you send an email, they do not come as attachments. Make sure the files are the correct size (dimensions) and are not too big (pixel wise). Read our blog post on using Pixlr to learn more about resizing images, etc. Note, you can use WordPress or your preferred CMS to upload your signature and logo files (as opposed to asking your Webmaster to do this for you); just be sure you note down the absolute path of the images so you can later open them up in a browser.

For your graphical signature, this can be your “real” signature that you scan and crop or you can use a fancy handwriting font instead. I’m inherently cautious when it comes to the Internet, so do not personally include my graphical signature in my email but if I were to, I’d use the font option.

Now we’re not going to reinvent what is already posted all over the Internet, so visit the link below to learn how to create a signature file in MAC:


After you have composed your text based signature, you’re ready to add your signature and/or logo file into the Signature window. To do so, have your two image files open in a browser and then you simply drag and drop the images from the browser window into your Signature window (or do a select all and copy and paste; that works, too).

You’ll end up with something like this:


Adding HTML Stationery into Your Outlook for MAC

Again, since I don’t currently have a MAC (let alone a MAC with Outlook), I have to defer to my client’s wisdom. But, I’ve seen it work, though it’s not a very elegant solution and definitely has it’s downfalls (see Word of Advice below).

First, have your Webmaster upload your stationery (HTML) file to the Internet. Then, following the same steps above, do a Select All, Copy and then Paste this into your Signature window. All the HTML (hard coded images, text, inline CSS) should copy over just fine.

Note, because MAC Outlook treats this as a signature file, there will be a gap or space above the stationery; just delete and place your cursor inside the HTML body to begin typing your message.

A Word of Advice

Outlook for MAC lets you set a default signature, which for some would be this large “stationery” file. But keep in mind, unless you change the signature file that you use to REPLY TO an email, that person will continue to get your large stationery file over and over. That will make your message garbled, hard to follow the conversation thread and likely irritate the recipient.

I would go even further to suggest that your DEFAULT REPLY signature be all text based, so that you are not repeatedly sending the same images over and over, whether it was just 1-2 images or ALL of your HTML stationery files. When you create your first NEW email, choose the graphical based signature file of choice; thereafter, all replies will include your simple (Default), easy to read, text based signature.


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