Gmail on desktop — recommended
- Complete your employee details and verify the preview, including any avatar and social links.
- Select Copy signature in the preview drawer.
- Open Gmail settings in a browser. If needed, select the gear icon → See all settings → General.
- Scroll to Signature, choose Create new, and name it “Vizashift”.
- Click inside the signature editor and paste using Cmd+V on Mac or Ctrl+V on Windows. Do not paste the raw HTML source.
- Under Signature defaults, select your signature for new emails and, if desired, replies/forwards. If you send from multiple addresses, confirm the correct account.
- Scroll to the bottom and click Save Changes. Compose a test email and send it to another inbox to inspect image display, links, and spacing.
Gmail note: Gmail mobile apps can have separate mobile signature settings. Check the mobile app separately; a desktop signature may not behave identically there.
Outlook (new Outlook & web)
- Copy your signature, then open Settings → Accounts → Signatures.
- Add a signature for the correct account, paste it into the editor, set defaults for new messages and replies, then save.
- Send a test message, particularly if the signature contains images.
Outlook (classic Windows)
- Open a new email and select Signature → Signatures.
- Create a new signature, paste into the editor, select your defaults, and save.
- Send a test email. If an image is missing, classic Outlook may require manually inserting it through its image control.
Apple Mail (Mac)
- Choose Mail → Settings → Signatures.
- Choose your email account, add a signature, and paste the copied design.
- If formatting gets replaced, inspect the Always match my default message font option, then test-send.
Avatar & image compatibility
Use a publicly accessible HTTPS PNG that is square and already has a round portrait with transparent corners. Recommended source resolution is 184 × 184px or larger; the signature displays it at 92 × 92px. This avoids reliance on CSS image cropping and rounding, which some Outlook versions ignore. An ordinary square JPEG may appear square in classic Outlook.
Important: Email clients may block externally hosted images, and some remove Base64-embedded company logos/social icons when signatures are pasted. Always test the signature from the actual email client before rollout. Image reliability across all clients cannot be guaranteed by HTML alone.
Official setup guides: Gmail · Outlook · Apple Mail
