Signature Designer - Frequently Asked Questions

How can I change the alignment of Arabic or Hebrew text within my signature?
You can easily change the direction of the selected text within your signature by using the Text Direction functionality in Signature Designer.
Why can't I create a Rich Text or Plain Text signature in Exclaimer?

When using Exclaimer, all emails with a signature applied are converted to HTML format.

This is behavior by design.

How can I reduce the spacing between paragraphs in my Disclaimer?
Try splitting the disclaimer into separate text boxes. Use padding to provide smaller spacing.
I cannot find a template to suit my requirements.

We are currently updating the signature template library, but if you can't find a design that you like, we can build a signature for you.

We have a dedicated template services team who will take a design you like or have in mind, and build it for your use within our products. 

Please note that this is a paid service; for more information, please see Email Signature Template Services.

The text does not wrap in my signature.
Sometimes you notice that long pieces of text do not wrap when rendering as a bitmap - this is normal, and a warning message is displayed when setting bitmap rendering, prompting you that the text will not wrap until a fixed width has been set up.
The text in my signature shows as 7pts instead of Font Size 10

This issue usually happens if you have set 10px on the text boxes instead of 10pt.

You can change this using the Font Size drop-down arrow.

What is Dark Mode?

Dark mode is an accessibility setting that changes the color scheme of an interface, minimizing the amount of blue light to enhance readability and reduce eyestrain. This is great for anyone who is light sensitive and works late hours.
For more information, see How does dark mode affect email signatures?

Dark mode settings checks if the HTML has been set for background color and font:

background-color, bgcolor or color.

If a color is set, the setting will reverse the colors; for example, black will change to white and white will change to black.

NOTE: This does not affect Plain Text Signatures.

Can I use a specific font in my signature?

Yes, of course!

The Exclaimer Template design team recommends using Custom fonts and Fallback fonts.

Can I use static text for each user?

Yes, of course you can!

However, please be aware that this will increase the number of templates you manage - depending on the text.

Alternatively, you can use the visibility settings if it's text, such as a quote (based on the user name).

My telephone number isn't showing on my signature.

If the {Telephone} field has been changed to a static number, the visibility is linked to Microsoft 365.

To resolve this issue - this field visibility needs to be changed to Always Visible.

Alternatively, if the {Telephone} field is not showing at all, check the data in Microsoft 365 – make sure the visibility is set correctly.

CAUTION! Data can take up to 24 hours to synchronize; if there is a problem with the data synchronization, then this is a technical issue at this point.
Why does my signature look blurry?

Unfortunately, the bitmap rendering process can cause quality issues. The cause is unknown.

If you are using a custom font or background image that is rendered as a bitmap, unfortunately, we cannot do anything about the quality here. We recommend you remove the custom font/background image.

Alternatively, you can use font stacks and break up the background into separate images and background colors, depending on what you are using.

I cannot add a hyperlink to a text.

Sometimes it can be tricky to add hyperlinks to text and ensure they are correctly applied.

If you are having issues, we recommend:

  1. Save, then close the signature template.
  2. Open the signature template again.
  3. Highlight the text required, then within the properties window, click ADD HYPERLINK, and copy in the link.
  4. Click OK to save the changes.
  5. Check the preview with the cursor to see if the hyperlink has been set (by hovering over it) – you will notice the cursor will change to a hand shape.
    For more information, see Hints and Tips.
Why are extra line spaces appearing in my email signature?
The main issue that causes this is where the recipient replies from their email account. The mail client they are using adds its own line-height value to the email signature, causing it to display with double-line spaces.

To resolve this issue, see how you can fix the extra line spaces appearing in your email signature?
Why are hyperlinks not working in Outlook?

Unfortunately, Outlook does not support image area mapping for the content composed within the body of the message in Outlook. This is the method by which hyperlinks are required to be added to objects rendered as bitmaps which, subsequently, is the method used to apply custom fonts to signatures.

However, you can use custom fonts via the Font Stack method.

If you are using a background image, you may be able to substitute this as a banner image or use a background color and split the image into different parts as a suitable workaround.


- This issue does not affect messages where the signature has been applied by an Exclaimer 'In-transit' signature rule.

- This issue does not affect social media icons despite them being rendered as bitmaps (as area mapping is not used).

Why are hyperlinks not displayed as blue and underlined? 

This issue occurs mainly to override the mail client behavior.

To resolve this issue, you can do any one of these two options:

  • Remove the hyperlink from the text you wish to show as blue and underlined, or
  • Set blue and underline styles on the required text.
Why does my signature appear small on mobile devices?

This happens because some mobile devices are designed to reduce the content of the entire email to Fit to Screen.

You may have noticed when opening an email that the content jumps from being a normal reading size to a much smaller size. This is because the email being sent has an element within it that is larger than the device screen size, so the mobile device reduces the whole email to fit on the screen.

See how you can resolve this issue.

Why are spaces missing from the signature when viewed in Outlook?

By default, Outlook removes the empty text spaces as it recognizes these as extra line breaks, and it also saves space in the email.

In most cases, a message will be displayed at the top of the email to say that the extra line spaces have been removed.

We recommend using Padding to create the extra space you want in the signature - this is universally read by all mail clients and devices.

Why does the URL appear blue and underlined when an email is viewed?
Mail clients such as Outlook, Gmail, Apple Mail and so on recognize when something should be clickable and, by default, change the style to blue and underline. See how you can resolve this issue.
Why is my signature showing Times New Roman instead of Calibri?
Some devices, such as iPhones, do not have Calibri installed; therefore, they will default to Times New Roman. We suggest you use Font Stack for such issues.
Underlines are not being set correctly

For reasons unknown, sometimes underlines may not appear to be set.

To resolve this issue, you can:

  • Clear the formatting and re-apply the underline.

  1. Save the template, then close the template.
  2. Remove the hyperlink, then re-apply the link back.
The text isn’t aligned with the image

To resolve this: 

  • Check alignments are set correctly.
  • Check that padding isn't set at a weird place.
  • Check for white space around the image file - remove this using an image editor on the original file.
Can I use a specific social media icon in my signature?
To add a specific social media icon that is not in the Social Media Strip list provided in the Signature Designer toolbox - we recommend using the Image/Logo tool to import your custom icon.
Can I use different logos for different departments?

Of course!

If you want to use a different logo/banner for different departments, you will need to use Conditional Visibility.

Why are images in my signature missing, or have become attachments?

Typically, this issue is caused when an iOS device (Apple iPhone or iPad) is used to reply to an email. The mail client is designed to remove embedded images from the email and replace them with tags, such as '<image001.png>'.

The tag implies that the image has been removed from the email.

Mail clients such as Gmail cause embedded images to be sent as attachments and include them within the email signature.

You can stop this issue from occurring by using web-hosted images.

Why do images in my signature appear large after a reply or forward message?
Some email clients ignore the Width and Height values set on the image(s) in the signature template and revert the image(s) back to the native image size.

See how you can resolve this issue.
Why are there two dashes above my signature?
This behavior is the default behavior for Google Workspace and is caused when the option Insert this signature before quoted text in replies and remove the “—“ line that precedes it is disabled.

See how you can resolve this issue.
What is the difference between a background image and background color?
When designing your signature template, it is essential to understand the pros and cons of using a background image vs background color. For more information, see Difference between background image and background color.
What is the difference between tables and groups?
As tables and groups are very similar, it is essential to understand their differences. For more information, see Difference between tables and groups.
What is the difference between custom fonts and font stacks?
When designing your signature template, it is essential to understand the pros and cons of using custom fonts and font stacks. For more information, see Difference between custom fonts and font stacks.
Can signatures be applied to plain text messages?

When Exclaimer receives messages in Plain Text format, it checks if a signature needs to be applied, and if it does, then automatically it converts them to HTML format before applying an HTML signature.

If a Plain Text message does not require a signature, it is not converted to HTML format.

Can I import a custom HTML into Exclaimer?
Unfortunately, you cannot import an .HTML file directly into Exclaimer. You will need to build your template again using Exclaimer's drag-and-drop editor.

NOTE: Please get in touch with the Support team if you have any issues when working with the Exclaimer's drag-and-drop editor - we'll be happy to help!
Can I install the Signature Designer on a user's computer?
To create or modify email signatures using Exclaimer, you must log in to the Exclaimer portal to access the Signature Designer.
Can I use round/circular user photos in my signature?
Yes, of course. You can upload a user photo of any shape using the User Photo option. You can also bulk upload user photos into the Exclaimer portal for any user who would like one.

See how you can upload the user photo to your signature design
Can phone numbers be converted to or from e.164 format?

Unfortunately, this is not possible.

Exclaimer signatures display data in the same format as they are stored in the Azure Active Directory. Currently, there are no features available for data manipulation.

What are embedded images?

embedded images are physically attached to the email or signature by uploading them from a local directory. These are sent with the email, which affects the email's file size.

<img src="cid:myimagecid" />

For more information, see embedded images vs linked images in email signatures.
What are linked images?

linked images are stored on a publicly facing web server, such as your company's web directory. The images are referenced in the email signature but never added to the email as a physical element.

<img src="" />

For more information, see embedded images vs linked images in email signatures.
Which option is suitable for you - embedded or linked images?

Consider how your customers view the emails you send them:

  • If many of your customers use email clients like Outlook, then embedded images are the way to go.
  • If many of your customers view your emails on mobile devices, we recommend using linked images.

What is the difference between background image and background color?

When designing your signature template, it is essential to understand the pros and cons of using a background image vs background color - for the differences, please look at this page.

What is the difference between Text and Field?
- A field is limited to the Microsoft 365 / Google Workspace fields and are displayed within {curly brackets}.

- Text is intended for static data such as field labels like "E:", Disclaimers, static hyperlinks and so on.

- Text can contain Fields to allow a mixture of static and dynamic information.

For more information, see Working with the Text signature element.
Can Exclaimer manage my subscriber list and include an unsubscribe button in my signature?
Exclaimer is not able to manage a subscriber list; however, you can add an unsubscribe link in your signature for a third-party subscriber list tool. 
What is the 'exsig2 format' and what can I do with the 'exsig2 file'?
exsig2 is a proprietary file format used by Exclaimer for saving signature designs.

If you 
export a signature from Exclaimer, it will download a .exsig2 file.

If you have purchased your signature designs from the Exclaimer signature design service, then you will receive a .exsig2 file to 
import them into Exclaimer.

You cannot edit the exsig2 files in any application other than Exclaimer.
I updated the font, but it keeps reverting back.
This can be caused by the browser cache.
Try clearing your browser cache or make changes in incognito mode.
I'm using font Calibri and cannot make the text bold. It gets bold only when I italics the text as well. 
This is a limitation in Google Chrome (version: 119.0.6045.123, Nov 23'); although, you have correctly formatted and saved the signature, Chrome will not render properly it.

To avoid this from happening, make sure you work on the latest version of Chrome.