exclaimer -designing_an_email_signature.sflb.ashx

8/7/2019 Exclaimer -Designing_an_Email_Signature.sflb.ashx

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ExclaimeUK +44 (0) 845 050 230

USA [email protected]

Top Tip

Designing an email signatureRef. 08.04.11


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Top TipDesigning an email signature

The Problem

I want to create a professional looking email signature forevery mailbox user in my organization. It must bepersonalized with the users name, email address, DDI andother contact details, and include our company logo.

The Solution

Creating personalised signatures

Unlike Microsoft Outlook, Exclaimer Mail Utilities allows youto centrally control exactly what your organizationssignature block looks like. Applying signatures to emailmessages in this way helps to ensure consistency and that

it conforms with your organizations brand image.

A signature block is a section of text towards the bottom ofan email that usually contains the salutation, contactinformation and something that gives the signaturepersonality. For example, you might have yourorganizations tag line or other brand imagery in thesignature block.

Signatures are used to let the recipient(s) know exactlywho they are communicating with, letting them know theyare actually dealing with a real person and not just anelectronically generated message.

It is important for a signature block to express apersonality. However, it has to be the right type ofpersonality, one that reflects your organizations brandimage, which is exactly what the recipient would expect. Ithas to be professional without being boring, expressivewithout being inappropriate. If you are at all unsure of howto make your signature reflect your organizations brandimage you should consult your Marketing Department.


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An email is usually broken down into a number of sections.These include Original Email Above Reply Separator, ReplySeparator and Original Email Below Reply Separator.Dividing the email up in this way enables you to insert yourdisclaimers, signatures and branding wherever you want inthe email message.

For example, you may want your Signature Block to appearas a column to the right of the Message Block or you maywant the Legal Block to be only applied once so that it isnot duplicated in message conversation replies.

How an email is broken down:

{Original Email Above Reply Separator}When creating or replying to an email message this iswhere the content of your message will appear.

{Reply Separator}This item separates each reply in a message conversation.

{Original Email Below Reply Separator}When replying to an email message this is where theoriginal message you are replying to will appear.

A simple email

Dear Mr Smith,

This is a message.

Best Regards

Karen

-----Original Message-----

From: John Smith

Sent: 03 August 2007 10:25

To : Exclaimer Sales

Subject: Exclaimer Mail Utilities

Dear Sir,

This is a message.

All the best,

John

{Original Email AboveReply Separator}

{Reply Separator}

{Original Email BelowReply Separator}


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without the need to create a different signature for eachindividual user. Exclaimer Mail Utilities simply generates itautomatically for you based on the AD fields you haveselected to include.


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As well as Active Directory fields you can also use UserDefined dynamic fields to insert information into yoursignature. This takes information that you have previouslydefined. For example, Exclaimer Mail Utilities has aselection of User Defined fields that include CompanyName, Company Logo, Company Address, RegisteredNumber and Registered Address. These fields allow you to

centrally control specific pieces of information that are notusually stored in the AD.

Example signature:

Signatures form an integral part of your email messageexpressing the personality of your organizations brand.This guide aims to help you get to grips with creating yourown dynamic email signature block.

Dear Mr Smith,

This is a message.

Best Regards

-----Original Message-----From: John SmithSent: 03 August 2007 10:25To: Exclaimer SalesSubject: Exclaimer Mail Utilities

Dear Sir,

This is a message.

Karen GreenMarketing Manager

Tel: 0845 050 2300Fax: 0845 050 4404Email: [email protected]: www.exclaimer.com

Global leader in Microsoft Exchange email solutions, with 22,000 clients, 21 million end-users and265 million messages processed per day.

Exclaimer LtdSuite 6, Old School Studios,Lynchford Road,Farnborough,HampshireGU14 6EF

Exclaimer is a limited company registered in England and Wales.Registered number: 4938619 Registered office: Suite 6, Old School Studios, Lynchford Road, Farnborough, HampshireGU14 6EF

Please consider the environment before printing this email.

This message contains confidential information and is intended only for {Message Recipients}. If you are not {Message Recipients}you should not disseminate, distribute or copy this e-mail. Please notify {Message Sender} immediately by e-mail if you havereceived this e-mail by mistake and delete this e-mail from your system. E-mail transmission cannot be guaranteed to be secure orerror-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. {DisplayName} therefore does not accept liability for any errors or omissions in the contents of this message, which arise as a result of e-mail transmission. If verification is required please request a hard-copy version.


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Before you start

1. If you havent already done so, install Exclaimer MailUtilities 4.5 or later.

You can download the latest release version from ourwebsite at http:/ / ww w.exclaimer.com/downloads

Please note that you can also create your own emailsignature blocks using older versions of Exclaimer MailUtilities. However, this guide has been designed for usewith Exclaimer Mail Utilities 4.5x.

What you might need

It is best to collect all the information you might needbefore you start creating your signature block. Thiscould include your organizations logo, brand guidelinesand a brief of any legal text you might want to includein the email messages your organization sends.

Note it is important to check what local legislationapplies to your organization to ensure your emailscomply.

Checklist:1. Logos in the correct size and file format for the web(It is considered best practice to use small image files in

the emails you send over the Internet).

2. Color references (in web-safe RGB Hexadecimal ifyou have them).

3. Example of headed letter paper.

4. Brand guidelines (if you have them).

Once you have all you need you can get started ondesigning your signature block.


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The elements

When creating a signature its important to consider itin relation to all the parts of your email message. When

constructing your signature block you need to consider:

LayoutThis dictates where each item in your email messagegoes. You must decide exactly where you want yoursignature placed so that it fits in with the other items inyour email template.

ImagesThey give the email a focal point and can enhance theoverall design. Make sure that if you are using anyimages in your signature, that they dont overpowerany other images like your organizations logo.

FontsThey help to set the tone of the email whether it is lighthearted or serious and styles the textual content. Thefont you use in your signature should be the same thatyou use in the rest of your email template.

ColorUsed to help divide up the email so that each part iseasily identifiable and helps to communicate yourcorporate identity. Again, any colors you use shouldcomplement those you are already using in the emailtemplate or have been chosen based on your corporatecolors.

Each of these elements form a vital part of making acomplete and professional looking email signatureblock.

IMPORTANT! See the Designing your own emailtemplate Top Tip guide for more information on layout,images, fonts and colors. The guide also explains someof the effects each of these design elements have onthe appearance of your email messages.


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What you should include

What should a signature block contain?

First Name

Last NameJob TitleTelephone NumberFax NumberEmail AddressWebsite AddressPromotional Text*Company Strapline*Company Logo*Legally required text*Company Name*Company Address*

* Optional fields

Note Promotional text can include tag lines,advertising and special offers. For example, Globalleader in Microsoft Exchange email solutions, with22,000 clients, 21 million end-users and 265 millionmessages processed per day.

Active Directory and User Defined fields

Almost all of the information that you should include inyour signature block can be found in your Active

Directory or as a User Defined field in Exclaimer MailUtilities.

This can make creating and updating your signatureblock very simple indeed. For example, you may haveinserted your companys tag line as a User Defined fieldwhich would allow you to update the tag line fromoutside of the email template that your signature blockhas been designed in. This also helps to minimise thepossibility of introducing human error into the emailtemplate itself.

Exclaimer Mail Utilities allows you to insert informationfrom your Active Directory and Exclaimer Mail Utilities

User Defined Fields into your signature block.


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If you use {fields} in your email templates theinformation from these fields will automatically populateany email you send with data from your ActiveDirectory or Exclaimer Mail Utilities User Defined Fieldswhen it is sent.

Both AD and User Defined fields are particularly usefulwhen you have lots information that you want to updatequickly without having to edit your email templates. Forexample, if you have used a User Defined Field forinserting your company address in your email templatesand your business moves offices you only have tochange the address in one place and Exclaimer MailUtilities updates wherever the {UD:CompanyAddress:UD} appears.

You can also insert fields from your Active Directory soany of the information in your AD can be used in theemail templates you design. For example, inserting the{Reply to Sender} link field will insert the email addressof the person who is sending the message as a mailto:hyperlink.

Email template showing which AD and UD fields have beenused:

{Original Email Above Reply Separator}

{Display Name}{Job Title}

Tel: {Telephone}

Fax: {Fax}

Email: {Reply to Sender}

Web: {Home Page}

{UD:Company Strapline:UD}.

{UD:Company Address:AD}

{UD:Place of Registration:UD}{UD:Registered Number:UD} {UD:Registered Address:UD}



{Reply Separator}{Original Email Below Reply Separator}


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Example email message with content from AD and UDfields inserted:

Dear Mr Smith,

This is a message.

Best Regards

-----Original Message-----From: John SmithSent: 03 August 2007 10:25To: Exclaimer SalesSubject: Exclaimer Mail Utilities

Dear Sir,

This is a message.


Tel: 0845 050 2300Fax: 0845 050 4404Email: [email protected]: www.exclaimer.com

Global leader in Microsoft Exchange email solutions, with 22,000 clients, 21 million end-users and265 million messages processed per day.

Exclaimer LtdSuite 6, Old School Studios,Lynchford Road,Farnborough,HampshireGU14 6EF

Exclaimer is a limited company registered in England and Wales.Registered number: 4938619 Registered office: Suite 6, Old School Studios, Lynchford Road, Farnborough, HampshireGU14 6EF




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Putting it all together

Putting all this advice into practice can appear to berather daunting. To help you get to grips with creating a

signature block in your email template we havedesigned a few examples so you can see what ispossible using Exclaimer Mail Utilities. You can even usethese as a basis for creating your own email templates.

You can access these templates from the Templatessection of Exclaimer Mail Utilities.

If you dont have it already go tohttp://www.exclaimer.com/downloads to download thelatest version of Exclaimer Mail Utilities and have a gofor yourself.

Examples:

This message contains confidential information and is intended only for {Message Recipients}. If you are not {Message

Recipients} you should not disseminate, distribute or copy this e-mail. Please notify {Message Sender} immediately by e-mailif you have received this e-mail by mistake and delete this e-mail from your system. E-mail transmission cannot beguaranteed to be secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late orincomplete, or contain viruses. {Display Name} therefore does not accept liability for any errors or omissions in the contentsof this message, which arise as a result of e-mail transmission. If verification is required please request a hard-copy version.

Dear Mr Smith,

This is a message.

Best Regards

Helen WhiteManaging Director

xChangeUK, 10 High Street, Fleet, Hampshire GU54 5UKE: [email protected] T: 0845 050 2300 W: www.xchangeuk.com

Dear Mr Smith,

This is a message.

Best Regards

This message contains confidential information and is intended only for {Message Recipients}. If you are not {Message Recipients} you should notdisseminate, distribute or copy this e-mail. Please notify {Message Sender} immediately by e-mail if you have received this e-mail by mistake anddelete this e-mail from your system. E-mail transmission cannot be guaranteed to be secure or error-free as information could be intercepted,corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. {Display Name} therefore does not accept liability for any errors or omissionsin the contents of this message, which arise as a result of e-mail transmission. If verification is required please request a hard-copy version.


Green Organization, 10 High Street, Fleet, Hampshire GU54 5UKEmail: [email protected] Tel: 0845 050 2300 Web: www.greenorg.net


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Tips and Tricks

Formatting HTML, RTF and P lain Text email

You can choose to design HTML, RTF and Plain Textemail messages differently, giving you more controlover the look and style of every email type yourorganization sends.

You can do this using the {Only in HTML}, {Only inRTF} and {Only in Text} fields. You simply constructthe formatting and text that you want to appear in eachemail type and Exclaimer Mail Utilities will generateyour organizations email messages accordingly.

HintUsing User Defined Fields can be particularly useful asthe building blocks of your email template. Forexample, you could use a UDF for laying out the emailsignature. This could then be edited from outside themain email template helping to guard against errorsbeing introduced into the email template when all youwant to do is simply amend the signature or disclaimer.

This message contains confidential information and is intended only for {Message Recipients}. Ifyou are not {Message Recipients} you should not disseminate, distribute or copy this e-mail.Please notify {Message Sender} immediately by e-mail if you have received this e-mail bymistake and delete this e-mail from y our system. E-mail transmission cannot be guaranteed tobe secure or error-free as information could be intercepted, corrupted, lost, destroyed, arrivelate or incomplete, or contain viruses. {Display Name} therefore does n ot accept liability for anyerrors or omissions in the contents of this message, which arise as a result of e-mailtransmission. If verification is required please request a hard-copy version.

Dear Mr Smith,

This is a message.

Best Regards

Fiona

espiral Group

10 High StreetFleetHampshireGU54 5UK

Tel: 0845 050 2300Fax: 0845 050 4044Web: espiral.com

Fiona WitchurchSales Executive

[email protected]


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Avoiding blank AD fields appearing in emailmessages

To avoid empty AD fields appearing in your ExclaimerMail Utilities formatted email signature you must add anExclaimer IF statement to the HTML source code wherethe field appears. For example, you want to include amobile telephone number field in your organizationsemail messages from your AD users. Some of your ADusers dont have a work mobile telephone number butyou dont want the field to appear blank in the emailmessage.

The solution:

In the WYSIWYG Disclaimer Editor -{if({Mobile Number})} Mobile: {MobileNumber}{endif}

This IF statement will remove the text (Mobile:) andfield value from the email message if the AD field Mobileis blank.

Replacing blank AD fields with other fields inemail messages

To avoid empty fields when you actually want fields toappear you can use an Exclaimer IF ELSE statement.For example, this will allow you to insert an alternativefield if the one you are IF testing isnt present. If amobile phone number field isnt present your alternativecould be the office telephone number.

In the WYSIWYG editor -{if({Mobile Number})} Mobile: {MobileNumber}{else}Tel: {Telephone}{endif}

This statement will use the telephone text heading andfield if the Mobile Number field is blank.

More Useful Tips

You can find more top tips and other useful informationin the Exclaimer Knowledge Base Forum athttp://forums.exclaimer.com/forums/21/ShowForum.aspx.


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For more information go to http://www.exclaimer.com orcontact:

Exclaimer UK OfficeSuite 6, Old School Studios40 Lynchford RoadFarnboroughHampshire

GU14 6EFUnited Kingdom

Tel: +44 (0) 845 050 2300Fax: +44 (0) 845 050 4044

Exclaimer US Office432 Park Avenue South,ManhattanNew York,NY 10016

USA

Tel: 1-888-450-9631Fax: 1-888-450-9632

Exclaimer Canadian Office210-150 Isabella StreetOttawaOntarioCanadaK1S 1V7

Tel: 1-800-474-2345Fax: 1-613-237-4483

Exclaimer South African Office1st Floor Block BWierda Mews41 Wierda RoadWest Wierda ValleySandtonSouth Africa

Tel: +27 (0) 11 561 0900Fax: +27 (0) 11 784 9804/5

2008 Exclaimer Ltd. All right reserved. Exclaimer MailUtilities and other Exclaimer devices are either registeredtrademarks or trademarks of Exclaimer Ltd in the UnitedKingdom and/or other countries.

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