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.
Before you start: open your Employee Hub
The Employee Hub is your personal WiseStamp page. It shows the signatures assigned to you, and it gives you a Copy option for each one so you can paste it into your email client. You reach the Employee Hub through a signature link that is emailed to you. There is no password login for the Employee Hub.
If you are an employee
To open your Employee Hub as an employee:
Look in your inbox for an email from [email protected] containing your signature link. Check your spam folder if you cannot find it.
Click the link in that email. Your Employee Hub opens.
If you never received the email, ask your WiseStamp admin to send you your signature link.
If you are an admin
To open the Employee Hub as an admin, or to send it to someone on your team:
In WiseStamp, go to the Employees page and find the relevant person.
Make sure a primary signature is assigned to that person.
Click the three-dot menu next to their name and select Send signature link.
To set up your own signature, send the link to yourself. To set up an employee, send it to that employee, not to yourself.
Open the email and click the link. The Employee Hub opens.
For more detail about what you can do in the Employee Hub, see Employee Hub.
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. If you have not sent or opened that link yet, see Before you start: open your Employee Hub above.
From inside the Employee Hub:
Open the Employee Hub from your signature link email.
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:
I did not receive a signature link email, so I cannot open my Employee Hub. The Employee Hub is only reachable through a signature link that is emailed to you. Search your inbox and your spam folder for an email from [email protected]. If it is not there, ask your WiseStamp admin to send you your signature link from the Employees page. If you are the admin, make sure a primary signature is assigned to the person before you send the link.
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.
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