Specialdocs Email Signature Instructions

Specialdocs_Email_Signature_Instructions

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Specialdocs eSignature
Installation Instructions

Specialdocs eSignature Installation Instructions

March 2018

Table of Contents
Step 1: Configure Your Signature................................................................................ 3
Step 2: Installing Your Signature.................................................................................. 6
Installing on Microsoft Office 365................................................................................. 8
Installing on Microsoft Outlook................................................................................... 13
Installing on Mac Mail…............................................................................................. 26
Installing on iOS Mail….............................................................................................. 30
Installing on Gmail...................................................................................................... 37
Installing on Android Mail Apps ................................................................................. 42

Specialdocs eSignature Installation Instructions

March 2018

Step 1: Configure Your Signature

Specialdocs eSignature Installation Instructions

March 2018

Email Signature Generator
We created an online tool to make it
easy for you to generate, preview, and
install your employee signature, with
only a few steps!
Please visit our Signature Generator
Tool here to get started:
https://specialdocs.com//email/
signature/

Specialdocs eSignature Installation Instructions

March 2018

Email Signature Generator
1
3

2
4

•
•
•

Enter your name, job title, email address, and phone number.
Note: The fields with a Red dot in the image above are optional.
Then, click “Preview Signature” to preview your signature and make
sure everything was entered correctly.

Specialdocs eSignature Installation Instructions

March 2018

Step 2: Installing Your Signature

Specialdocs eSignature Installation Instructions

March 2018

Installing Your Signature: Overview
After generating your signature, use our Signature Generator Tool to export to the email
client which you are currently using:

•
•
•
•
•
•

Microsoft Office 365 (online):
Microsoft Outlook (desktop; versions 2010, 2013, and 2016):
Mac Mail (desktop):
iOS Mail (mobile):
Android Mail Apps (mobile):
Gmail (desktop):

Please refer to the following pages for instructions on how to install on your email client.
Note: If you are using a mobile device, you need to open the Signature Generator Tool
on that device in a web browser (Safari, Google Chrome, etc.) Detailed instructions on
how to do this will be described in the following pages.

Specialdocs eSignature Installation Instructions

March 2018

Installing on Microsoft Office 365

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Office 365
•

Please click the “Export To
Office 365” button as shown
to the right.

•

When you click the button, a
dialog box like to the one
below will notify you that the
signature was copied to
your clipboard. Click okay
and continue with the
instructions.

Specialdocs eSignature Installation Instructions

March 2018

Installing on Microsoft Office 365
•
•

Next, you need to to log into your Microsoft Office 365 account at:
https://login.microsoftonline.com/
Once you’ve logged in, look for the settings icon (cog wheel) located on the
top right, and click on “Mail” located under “Your app settings”.

Specialdocs eSignature Installation Instructions

March 2018

Installing on Microsoft Office 365
•
•

A sidebar will then show up on the left side of your
page as shown to the left. You want to click on
“Email Signature” which is located under “Layout”.
You will then need to paste the signature into the
text box and make sure both of the checkboxes are
checked as shown below. Proceed by clicking the
save button.

Specialdocs eSignature Installation Instructions

March 2018

Installing on Microsoft Office 365
•

To test your email
signature, return
back to Outlook and
create a new email.
In the new email,
your new signature
should be displayed
as shown in the
image to the right.

Specialdocs eSignature Installation Instructions

March 2018

Installing on Microsoft Outlook
Versions: Microsoft Outlook 2010, 2013, and 2016

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook
•

Please click the “Export To
Outlook (Desktop)” button as
shown to the right.

•

When you click the button, your
browser will start to download a
file named “*Company Name*
eSignature.zip” as shown in the
image below.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook
•
•

Double-click the .ZIP file that was downloaded.
After opening the .ZIP file , a window like the one below will open. Click the
“Extract All” button circled in the image below.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook
•

In the dialog that pops up, you
can browse for a folder, or
leave the default folder in the
“Files will be extracted to this
folder:” field.

•

Make sure “Show extracted
files when complete” is
checked, then click on the
“Extract” button. This ensures
that after extraction a window
will open showing the files you
just extracted, which contain
the signature.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook
•

Keep the window that contains the newly extracted files open so that you don’t
misplace them.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook
•

Press and hold the WINDOWS key and “R” key at the same time on your
keyboard. This will bring up a “Run” dialog box. Next to where it says “Open”,
enter the following (as shown in the image below): %APPDATA%
\Microsoft\Signatures

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook
•

Another folder, named “Signatures” should now be open in a new window, as shown
below. This folder stores all of your Microsoft Outlook signatures.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook
•

Next, you need to copy the extracted files in the window you kept open
before (refer to page 17) to the “Signatures” window. This easiest way
to do this is to highlight the 4 files and drag them into the “Signatures”
window, as demonstrated below.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook
•

The “Signatures” folder should now look like the image below.
You can now close this window and open up Outlook.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook
•

•

Specialdocs eSignature Installation Instructions

After opening Microsoft
Outlook, compose a
new message
(
+ N)
Make sure that the
“Message” tab is
selected (located
between “File” and
“Insert” on the blue bar
at the top of the
window).
Click on “Signature”,
and then click on
“Signatures…” in the
drop-down menu as
shown in the image to
the left.
March 2018

Installing On Microsoft Outlook
•

Under “Select signature to edit”, you
should see “*Company Name*
eSignature” in the list. Make sure this is
highlighted in blue, like in the
screenshot to the right. If not, click on
“*Company Name* eSignature.”

•

Note: Do not worry if the signature
preview in “Edit signature” does not
look correct – your signature will not
display like this in an email.

•

Additionally, please do not make
modifications in the “Edit signature”
window. All edits to your signature
should be made directly through our
Signature Generator tool.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Microsoft Outlook

Specialdocs eSignature Installation Instructions

•

Click on the boxes
labeled “New messages”
and “Replies/forwards”
and select “*Company
Name* eSignature” from
the drop-downs shown to
the left. This ensures that
any new messages or
replies to messages will
automatically insert your
signature.

•

Click “OK” when done.

March 2018

Installing On Microsoft Outlook
•

When you
compose a new
message again,
you should notice
your signature is
now displayed in
the message body
as shown to the
right.

Specialdocs eSignature Installation Instructions

March 2018

Installing on Mac Mail

Specialdocs eSignature Installation Instructions

March 2018

Installing On Mac Mail
•

Please click the “Export To
Mac Mail” button as shown
to the right.

•

When you click the button, a
dialog box like to the one
below will notify you that the
signature was copied to
your clipboard. Click okay
and continue with the
instructions.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Mac Mail
•

After opening Mac Mail on your
device, click on Mail on the top left of
your screen and go to “Preferences”
as shown in the image to the right.

•

Navigate to the “Signatures”
tab and click on the plus sign
as shown in the image to the
left to add a new signature.

•

Next, type in a name for your
signature (i.e., Company
Name), and paste your new
signature in the far right box
and close the window.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Mac Mail
•

To test your signature,
compose a new email.

•

If the new signature
doesn’t automatically
show up in the body of
the email, use the
signature drop-down
shown in the image to
the right and select the
signature you just
created.

•

Your signature will now be displayed in all future emails.

Specialdocs eSignature Installation Instructions

March 2018

Installing on iOS Mail

Specialdocs eSignature Installation Instructions

March 2018

Installing On iOS Mail
•

First, check to make sure the “Shake to Undo” capability is on. To do this, go to
your settings, scroll down to “General”, scroll down to “Accessibility”, and then
scroll down to “Shake to Undo”. If it is off, you need to select it and turn it on.

Specialdocs eSignature Installation Instructions

March 2018

Installing On iOS Mail
•

If you are using iOS Mail,
first you need to go to the
signature generator tool
website on your device in
a web browser as shown
to the right.

•

Add your information as
shown and click “Preview
Signature” to make sure
you added your
information correctly.

Specialdocs eSignature Installation Instructions

March 2018

Installing On iOS Mail
•

Next, click on “Export to iOS Mail”, which will open up a new tab in your
web browser that contains the new signature. You need to long press
(touch and hold) the screen with your finger at the bottom of the signature
until it looks like the 2nd image below. Then, drag the blue line until it covers
the entire signature, as show in the 3rd image. Finally, tap “Copy”.

Specialdocs eSignature Installation Instructions

March 2018

Installing On iOS Mail
•

Now, you need to go to your device’s settings and
navigate to “Mail”. Inside the Mail settings, scroll down to
“Signature”.

•

Inside the signature settings, you can select an
email account to add the signature to, or apply it to
all of them, depending on your needs. Long press
(touch and hold) your finger down in the empty
box and select “Paste”.

Specialdocs eSignature Installation Instructions

March 2018

Installing On iOS Mail
•

After you paste the signature in the empty box, you might notice that some of
the colors and text fonts were changed, compared to the preview. To fix this,
you need to slightly shake your phone until a box pops up on your screen that
says “Undo Change Attributes,” as shown below. When this box pops up, you
need to tap “Undo”. You should notice the colors and fonts are fixed.

Specialdocs eSignature Installation Instructions

March 2018

Installing On iOS Mail
•

Finally, when you return to your email
app and compose a new message,
your new signature is now the bottom
of your message.

Specialdocs eSignature Installation Instructions

March 2018

Installing On Gmail

Specialdocs eSignature Installation Instructions

March 2018 37

Installing On Gmail
•

Please click the “Export To
Gmail or Mac Mail” button
as shown to the right.

•

When you click the button, a
dialog box like to the one
below will notify you that the
signature was copied to
your clipboard. Click okay
and continue with the
instructions.

Specialdocs eSignature Installation Instructions

March 2018 38

Installing On Gmail
•

In the to right, click the Settings
tab in the settings gear drop
down menu.

Specialdocs eSignature Installation Instructions

March 2018 39

Installing On Gmail
•

In the “Signature” section, add your signature text in the box. If you want, you can
format your message by adding an image or changing the text style.

Specialdocs eSignature Installation Instructions

March 2018 40

Installing On Gmail
•

At the bottom of the page, Click “Save Changes” to commit the changes.

Specialdocs eSignature Installation Instructions

March 2018 41

Installing On Gmail
•

When complete, verify that your
signature appears in the email
body text area.

Specialdocs eSignature Installation Instructions

March 2018 42

Installing on Android Mail Apps

Specialdocs eSignature Installation Instructions

March 2018

Installing On Android Mail Apps
•

Unfortunately, most Android mail apps (including Gmail) do not support
HTML email signatures. Please refer to documentation from your
Android mail app to see if it supports HTML signatures and instructions
on installing HTML signatures.

Specialdocs eSignature Installation Instructions

March 2018

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Specialdocs Email Signature Instructions