How to create an HTML signature for Mac Mail

I recently updated my green signature and have had some questions about how I coaxed Mac Mail to do what I want.  My old green signature looked something like below.

This signature gets the job done but is a little wordy and too tall for my liking.  So I went into Mac Mail's signature editor and was horrified to find just how bad it is for editing anything other than simple text.  Undaunted, I did a little research and found that the signature in a Mac Mail message is nothing more than a snippet of HTML.  Without too many Unnatural Acts it is possible to use any HTML snippet for your signature.  My current signature looks like this.

I like the clean look and the familiar icons link you to exactly where you think they should.  As an added bit of bling the green message changes colour and size when moused over. 

When the user clicks on the link they are connected to my original "Keep it green" blog entry.  So how did I coax Mac Mail to use this signature?  Follow the steps below which I've cobbled together from multiple sources but most heavily from Wess Daniel's blog.

1. Create your sexy signature using the HTML editor of your choice (I use VI.  You, quite likely, do not).  Feel free to use CSS and scripts since most email readers include full HTML browser capabilities.  Here is a sample HTML file based on my signature above.  Any images or linked content must reside on a publicly accessible location since only the URLs (and not the images themselves) are transmitted in your email message.  You'll notice from my sample that I use a Dropbox Public folder to store the images for my signature (all icons courtesy of IconDock.com).
   
   
2. Once your signature looks the way you want load its HTML file in Safari.  Safari has the capability to store your signature as a webarchive.  Most other browsers and operating systems use MHTML to accomplish the same thing but Apple is Apple.  So pull down the File menu in Safari and Save As a webarchive.  Let's call it Sexy.webarchive for now. 
   
   
3. In Mac Mail, open Preferences (Cmd-, or Preferences in the Mail menu) and select the Signatures icon.  Create a new signature and give it a name.  This will create a temporary webarchive to hold your signature.  You will replace this file shortly.  [NOTE: Technically you don't have to create a new signature but this is the easiest way to identify the new signature for the next steps.  You can reuse an existing signature and look in the plist file to figure out which one it is.]
   
   
4. Drag the new signature to the mail accounts for which you'd like to use it and then quit Mac Mail.
   
   
5. In Finder, go to ~/Library/Mail/Signatures.  You will see one or more files with names that look something like FA158A16-3D64-4B25-8C2C-5CCF1D7B85CD.webarchive.  The webarchive with the most recent date and time is the temporary signature you just created. 
   
   
6. In Finder, locate Sexy.webarchive and rename it to match the long filename of your temporary signature.  Then copy or move your renamed signature file on top of the temporary signature.
   
   
7. Restart Mail.  Now you should see your new sexy signature when you compose new messages.  If you're not seeing your new signature it could be that the signature is not associated with the mail account you are using (see step 4).  It could be that you have more than one signature associated with your mail account and you need to select your new signature (use the Signature pull down menu on the right side of the composition window).  

I hope that helps and keep spreading the green!

Keeping it green

Ivey, apart from being my employer, is home to a major Canadian research center focused on Business Sustainability. As such, we take our responsibility to safeguard our environment quite seriously. We have implemented changes to our printers that have resulted in a 50% reduction in the paper used by students, our new building will be rated LEEDS Gold, we provide support for ride-sharing, plus other initiatives.

Given this spirit of sustainable business I have recently modified my email signature in order to discourage physical printing of messages that I send.



Notice the last line? It challenges the reader to think first before printing the email. I have absolutely no evidence to suggest that this makes a difference to anyone but I do know that such a message recently gave me pause. Since adding the line at the end of my signature can't hurt and might actually be beneficial I figured I'd jump on the bandwagon.

I really do encourage everyone to do the same. So how do you edit an email signature? Below is a quick synopsis on how to edit signatures using two common email readers: Microsoft Outlook and Mac Mail. Users of other mail readers can use Google for instructions on editing their signatures. Here are some links to relevant Google searches for Google GMail, Mozilla Thunderbird, Microsoft Outlook Express, Microsoft Entourage, Microsoft Hotmail (Microsoft must really want to get email right by trying it 15 different ways).

Microsoft Outlook

First a couple of caveats. One: I'm a Mac. Two: These instructions are for Office 2007.

Start Outlook and Select "Options" from the Tools menu. This will display a set of Options panels. Select the Mail Format tab.



Click the "Signatures" button and in the panel that pops up select New and enter a name.



Edit your signature like you would a mail message. Typically you include your name, your position, your company name, and contact information. Add an extra line at the bottom that reads "Do you really need to print this email? Keep it on the screen!". It's a nice touch to highlight that text and colour it green.



When you start a new message you should get your signature automatically.



For added bonus points add "Steal this signature!" either on an additional line or in parentheses and link to this blog post (http://scheyeniam.blogspot.com/2010/05/keeping-it-green.html).



Apple Mail

With Apple Mail in focus open the Preferences under Mail from the Menu or just press Command-,.



Choose "Signatures" from the Preferences panel.



Edit your signature like you would a normal mail message. Typically you include your name, your position, your company name, and contact information. Add an extra line at the bottom that reads "Do you really need to print this email? Keep it on the screen!". It's a nice touch to highlight that text and colour it green (press Command-Shift-C and select the Green of your choice). For added bonus points add "Steal this signature!" either on an additional line or in parentheses and link (by highlighting the text and pressing Command-k) to this blog post (http://scheyeniam.blogspot.com/2010/05/keeping-it-green.html).





Now when you edit a new message or reply to an existing message your signature will be included automatically. You may want to create multiple signatures for different recipients. Mail makes it easy to select between different signatures while you are composing your message.