Install the signature
Deploy and install the signature in Outlook, Gmail or Apple Mail (manual or add-in).
Once the signature is assigned, each employee needs to install it in their mail client. There are two methods: manual copy-paste (universal) and the Outlook add-in (automatic, for Microsoft organizations).
Manual copy-paste
- Open your signature in ECARD.
- Use Copy to copy the signature.
- Paste it into your mail client's signature settings:
- Outlook: File → Options → Mail → Signatures.
- Gmail: Settings → General → Signature.
- Apple Mail: Settings → Signatures.
- Save, then send yourself an email to check the real rendering.
Paste the signature as-is, without going through an intermediate editor (Word, Notepad…) that could alter the HTML.
Deployment via the Outlook add-in
For Microsoft organizations, the Outlook add-in inserts the signature automatically into new emails, with no copy-paste. Benefits:
- no action needed from each employee;
- automatic signature update when the profile changes;
- guaranteed consistency across the organization.
Deployment is done from the Microsoft 365 admin center (an M365 administrator role is required). Check before deploying:
- Prerequisites & Microsoft licenses — not every license includes Outlook Desktop or Exchange Online.
- Network configuration — domains to allow behind a proxy or firewall.
- Update the add-in — approve a new version from the Microsoft 365 console.
Overview: Outlook add-in.
Update an already-installed signature
The signature captures the profile information at insertion time. After a profile update (new job title, new phone number…):
- with manual copy-paste, re-paste the signature from ECARD;
- with the Outlook add-in, the update is automatic.
Troubleshooting
- The signature renders poorly in Outlook → test by sending yourself a real email rather than trusting the preview, and re-paste using the Copy button.
- The image (logo, photo) doesn't show → some clients block images by default; the recipient has to allow them.
- A variable stays in plain text → the information is empty in the profile. See Variables.
More solutions on Signature troubleshooting.
Always test the real rendering by sending yourself an email: the result may vary slightly from one mail client to another (especially in Outlook for Windows).