HTML Email Signature Woes

Hello, we recently changed our email signatures to include a company logo. (small PNG file)

Since then I have been having lots of problems with the image disappearing. Users have been reporting opening a new message with the signature, then inserting an attachment, which causes the signature to turn into the placeholder with a red X.

I have other reports of it doing the same when trying to print a sent item, and just random occurrence.

I originally inserted the signature using word to edit the HTML file via Outlook’s advanced edit signature option, which I presume just embeds the image into the email. But Im thinking maybe this isn’t the best way to go about it.

Does anyone have any ideas on how to insert this image into the signature better?
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Whenever I set up an html email signature I use the Word functionality provided through Outlook, then I go and fix it in Notepad.  Word is a terrible HTML editor, I have to say. :)

Something you might want to look at is, instead of embedding the image in your email (which, if you use an exchange server, might end up eating a lot of space unnecessarily) use an img tag to point at it and just put it up on your website somewhere.

For instance, where you want the logo, have the line:
<a href=""><img src="" border=0></a>

That way the image is not embedded but accessed from your webserver whenever someone looks at the email.  It should be a pretty small file, I imagine, so bandwidth shouldn't be much of an issue I wouldn't think (unless you're sending many thousands of emails a day, I guess).
dekkarAuthor Commented:
Hi, I was wondering if linking the image was a better option.

I tried to look at other peoples signatures that get sent to our office, to work out what other people do, and it seems like most of them are embedded. So I just thought that was the thing to do. I might look into testing linking them.
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You can also make it as you want it to look as a picture and just use that picture as signature. the size will be a little more but It will look like as you want and it's easy to make a single image to show up.
Even though PNG is a superior image format it is not very good for emails. A lot of mail client do not support this format properly and you risk having recipients not being able to see your image at all. I suggest that you change this to jpg or gif.

Putting your logo on a website will not help on the format and please note that when sending an email with linked images to a recipient they won't see the image unless they are in your address book. If they are not in the address book they will have to select to view the images. Just as when you receive a commercials on emails where all the images are missing.

You can gain much better control of your signatures by using Symprex Email Signature Manager though. Even in the Evaluation Mode you can still produce the entire signature and deploy it to see if it works for you.

Good luck in getting all this to work.
dekkarAuthor Commented:
I will try jpeg and see what we get.
We all gave our point of view on how to fix this and dekkar haven't returned back with what has been tested and what not worked. I think this should be either given points for or that dekkar must continue askine queries for fixing this.

Thats just my point of view.
dekkarAuthor Commented:
for clarification.... the jpg thing didnt make a difference, I looked into the symprex prog, and it wanted to plug into the AD and start doing things, it also looks like it doesnt like to deal with multiple sigs per user.... Plus we didnt want to spend on the product.

I find outlook now too secure to link the images.... most of the time they end up as boxes with a cross on them, until the recipient deems the sender safe....

The other links just produce a generic sig, which isnt what our marketing dept want to use.

It looks like Im going to have to find a completely different way of doing it....

Mail Signature Manager does support multiple signatures per user. As many as you want to be exact but it is not free and therefore no solution for you I guess. It doesn't plug-in to AD but it can read details from AD.

If the recipient is receiving a red-x until they are in the contact list it is because Outlook is not embedding your image correctly. You can force Outlook to always embed images by setting "Send pictures from the Internet".

To force Outlook to always embed is a bit tricky with Outlook 2007/2010. Have a look at this link that explains it for all versions:


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dekkarAuthor Commented:
illl check out the link and give it a go.
dekkarAuthor Commented:
The link helped, the 'send pics from the internet' option looks like it has stopped the red x prob.

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