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.
Copy your signature from WiseStamp
Access your Employee Hub: Sign in to your WiseStamp account.
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.”
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 points identified in our troubleshooting guides:
Images missing? Ensure your images are hosted online (as they are in the WiseStamp Hub) and are under 100kb. Avoid local file paths like
C:\Users....Signature not showing in replies? This is the #1 missed step. To resolve:
Go to the Employees section of your WiseStamp account.
Select the user's profile linked to the affected mailbox.
Click the 3-dot menu next to their Primary Signature and set it as reply or forward as needed.
Restart Outlook after configuring.
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.
Shared Mailboxes: To configure a shared mailbox signature:
Open the WiseStamp dashboard and add the shared mailbox as a user.
Assign a unique signature to it with a specific label, e.g., "Finance" or "Support."
Follow the mailbox-specific guidelines if manual configuration is required.
Outlook Mobile Limitations: WiseStamp does not support automatic signature switching in Outlook Mobile. Instead:
Navigate to WiseStamp and add the shared mailbox address as a user.
Assign a specific signature to the address.
Configure this manually in the Outlook Mobile app. Remember that the app relies on native configurations.
FAQs
Managing Outlook Mobile Limitations
WiseStamp does not integrate directly with Outlook Mobile for signature automation. To manually manage this limitation:
Ensure that the shared or personal mailbox is added to WiseStamp as a user.
Assign a specific signature to this mailbox in WiseStamp.
Manually configure the assigned signature within the native Outlook Mobile settings.
Can I use the HTML code instead?
Yes. If the standard copy/paste looks distorted, click the dropdown in your WiseStamp Hub and select HTML Code. Paste this into the "Edit Signature" box if your version of Outlook supports direct HTML editing.
Why does my signature look different when I reply?
Outlook often reduces image sizes or removes spacing in reply threads to save data. Using the copy/paste method from the WiseStamp Hub (rather than copying from an old email) minimizes this issue.
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.