This article provides the comprehensive steps required to successfully deploy a WiseStamp signature using the copy/paste method. This approach is compatible with all versions of Outlook, Gmail, and Mac Mail.
Two Ways to Copy Your Signature
There are two places you can copy a WiseStamp signature from, depending on whether you are setting up your own signature or an employee's:
The Employees page (quick, for yourself): If you have access to the WiseStamp web app, you can copy any signature directly from the Employees page. This is the fastest way to grab your own signature and paste it into your email client right away, or to quickly test a signature.
The Employee Hub (recommended for setting up employees): The Employee Hub is the page an employee opens from a signature link email to install their own signature. If you are setting up someone else, send them a signature link so they can copy and paste it themselves from the Employee Hub.
Both methods copy the same signature. Once you have copied it, follow the same insertion steps for your email client further down this article.
Option 1: Copy From the Employees Page (For Yourself)
Use this method to quickly copy your own signature from the WiseStamp web app.
Go to the Employees page and find the relevant person.
Make sure a Primary signature is assigned to that person. The copy option uses the Primary signature.
Click the three-dot menu on that person's row.
Select Copy signature to copy the rendered signature, or Copy signature HTML to copy the raw HTML code.
Follow the insertion steps below for your specific email client.
Copying from the Employees page is best for setting up your own signature or testing quickly. To set up an employee, it is better to send them a signature link so they can install it themselves from the Employee Hub (see Option 2 below).
Option 2: Copy From the Employee Hub (For Employees)
Use this method when you want an employee to install their own signature. Employees can install signatures from the Employee Hub, which they open from a signature link email. To send that link:
Go to the Employees page and find the relevant person.
Assign a primary signature to the person.
Click the three-dot menu next to their name and select Send signature link. To set yourself up, send the link to your own name; to set up an employee, send it to that employee, not to yourself.
Employees then can open the email and click the link to enter the Employee Hub.
If you are not an admin, ask your admin to send you the signature link.
Then, from inside the Employee Hub:
Open the Employee Hub
Click Install: Select the relevant signature.
Select "Other": Under the installation options, select Copy/Paste.
Copy to Clipboard: Click the Copy icon to copy the rendered signature.
Follow the insertion steps below for your specific email client.
You can also copy the signature HTML by clicking the dropdown in Copy/Paste and selecting HTML Code. Then, follow the same instructions below.
Copy/Paste in Gmail
In the top right corner of Gmail, click the gear icon and select “See all settings.”
2. In the General tab, scroll down to the Signature section and click “Create New.”
3. Paste (Ctrl+V) your signature into the text box.
4. Optional Editing: Use the tT icon to change font size or the A icon to adjust text colors to match your brand. Stick to email-safe fonts like Sans Serif to ensure consistency.
5. Set Defaults: Under Signature defaults, select your signature for both New Messages and Reply/Forward use.
6. Please check the tick box below the Signature defaults settings where it says Insert signature before quoted text...
7. Scroll to the very bottom and click “Save Changes.”
For more information about setting up your signature for Reply/Forward use, watch this video:
Copy/Paste in Outlook for Windows
Option A: New Outlook & Outlook.com (Web)
Open Settings: Click the gear icon (top right) > Accounts > Signatures.
2. Paste your signature: Click + New signature, give it a name, and paste (Ctrl+V) your signature into the editor.
3. Assign Defaults: In the new window that pops up, click "Compose and reply."
4. Under "Select default signatures," you must choose your signature for both New messages and Replies/forwards.
5. Save: Click Save at the bottom of the page.
Option B: Classic Outlook (Desktop App)
Navigate to File > Options > Mail.
Under the Compose messages section, click the Signatures button.
In the Signatures and Stationery window, click New, name it, and paste your signature into the Edit signature box.
Ensure your specific signature is selected in the dropdown menus for both New messages and Replies/forwards.
Click OK to save.
Formatting Check: Ensure your message format is set to HTML. If set to "Plain Text," your signature will not show images or links.
Copy/Paste in Outlook for Mac
1. Open Settings: Go to Outlook > Settings > Signatures.
2. Create & Paste: Click the + sign to add a new signature. Paste your copied signature into the box.
3. Set Defaults: Choose your signature in the Default signature account settings at the bottom of the window.
Troubleshooting
If your signature doesn't appear as intended after pasting, check the following:
Images missing? Ensure your images are hosted online (as they are in the Employee Hub) and are under 100kb. Avoid local file paths like
C:\Users....HTML vs. Plain Text: Outlook will strip all design elements if the recipient's email or your own compose settings are set to "Plain Text." Always use HTML format.
Can I use the HTML code instead?
Yes. If the standard copy/paste looks distorted, select Copy signature HTML from the Employees page three-dot menu, or click the dropdown in your Employee Hub and select HTML Code. Paste this into the "Edit Signature" box if your email client supports direct HTML editing.
Can I copy/paste using ChatGPT Atlas?
Yes, you can copy and paste your signature directly into ChatGPT Atlas for use in AI-generated drafts.