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HTML Signature

Sigsync Office 365 Email Signature Software supports multiple email formats and enables the use of HTML signatures to maintain consistent, professional branding across your organization. Since emails can be composed in different formats, the way a signature is applied depends on the email format used.

HTML (Hypertext Markup Language) supports rich and interactive signatures with hyperlinks, hosted images, banners, and modern layouts, making it the preferred format for business communication.

RTF (Rich Text Format) allows basic text styling such as bold, italics, and bullet points. Images are embedded within the email, and hyperlinks are not supported.

Plain text emails do not support formatting, images, or links. While universally supported and lightweight, they offer limited visual presentation.

Email Format Handling for Signatures

Sigsync applies signatures based on the format in which an email is composed. To ensure HTML signatures are applied consistently, emails composed in plain text or RTF can be converted to HTML.

If email format conversion is not enabled:

HTML emails receive HTML signatures
Plain text emails retain plain text signatures
RTF emails do not receive any signature

To apply an HTML signature to emails composed in plain text or RTF format, the email must be converted to HTML using one of the available conversion options.

By default, Sigsync converts all emails to HTML to ensure that HTML signatures are applied consistently across all outgoing messages.

HTML Signature Conversion Settings

Under ‘HTML Signature’ in the ‘Settings’ section, Sigsync provides the following options to control email format handling. Click a specific option below for more details:

Convert plain text email to HTML
Choosing ‘Convert plain text email to HTML’ option will convert all plain text emails to HTML. The email will include both text and HTML signatures. If the recipient’s email client supports HTML, the HTML signature will be displayed; otherwise, the text signature will be shown.
Click the ‘Save’ button to apply the setting.
Convert RTF email to HTML
Converting RTF email to HTML ensures that full-featured HTML signatures can be applied consistently. Once converted, emails will include both text and HTML signatures, which are displayed based on the recipient’s email client capabilities.
Steps to Convert RTF email to HTML
Step 1: Select the Conversion Option
Select the ‘Convert RTF email to HTML’ option.
Wait for the ‘Convert RTF Mail to HTML’ wizard to load. Then, click ‘Next’ to proceed.
Step 2: Login with Global Admin Account
Login using your Office 365 global admin account on Microsoft Sign In page. Sigsync uses secure OAuth 2.0 authentication—your credentials are not used or stored anywhere.
Step 3: Convert Emails
Click the ‘Convert’ button to convert all RTF emails to HTML. The emails will include both text and HTML signatures. If the recipient’s email client supports HTML, the HTML signature will be displayed; otherwise, the text signature will appear.
Wait a few minutes for the conversion process to complete. Once finished, your RTF emails will be successfully converted to HTML.
Save the Settings
Convert all email to HTML
Converting all emails to HTML ensures that HTML signatures are applied consistently, regardless of whether emails are originally composed in plain text or RTF format. This option is recommended for maintaining uniform branding, images, and hyperlinks across all emails.
Steps to Convert All Emails to HTML
Step 1: Select the Conversion Option
Select the ‘Convert all email to HTML’ option
Wait for the wizard to load. Then, click ‘Next’ to proceed.
Step 2: Sign in With Global Admin User
Sign in using your Office 365 global admin account on Microsoft Sign In page.
Sigsync uses secure OAuth 2.0 authentication, and none of your credentials are stored or used beyond authorization.
Step 3: Convert Emails to HTML
Click the ‘Convert’ button to convert all emails to HTML. The converted emails will include both text and HTML signatures. If the recipient’s email client supports HTML, the HTML signature will be displayed; otherwise, the text signature will appear.
Wait a few minutes for the conversion process to complete. Once finished, all emails will be successfully converted to HTML. Click ‘Continue’ to complete the setup.
Save the Settings.

Additional Options

Sigsync includes additional settings that give you greater control over how email signatures behave across different email formats and clients. These options help ensure proper display and compatibility, especially in environments where HTML formatting may not be fully supported.

Retain the plain text email format unchanged
Enable the option ‘Retain the plain text email format unchanged’ to preserve the original plain text format of emails. This helps ensure correct and consistent display in email clients such as iOS (iPhone) and other environments where converting plain text emails to HTML may not be preferred.

Save the Settings
Avoid displaying hyperlinks for images or icons
‘Avoid displaying hyperlinks for images or icons in plain text or rich text signatures’ option prevents hyperlinks from appearing for images or icons in plain text or rich text email signatures. Since these formats do not support images or icons, this setting helps maintain a clean and readable signature appearance.
Save the Settings