Creating and Editing Templates

Signatures can help to make your emails look professional, convey your brand, and to identify who you are. Signatures configured for deployment to Microsoft Outlook, OWA and mobile devices are automatically added to the end of new emails you compose. By designing and deploying signatures from a central point, you can achieve a consistent appearance for all emails from your organization. Symprex Email Signature Manager offers four different types of templates to accomplish this:

Icon	Type	Description
	Signature	Signatures normally include graphics such as a logo to convey corporate identity and branding, and include fields to merge contact information from Active Directory or another data source. Disclaimers and campaigns can be appended to any signature.
	Disclaimer	Disclaimers are normally of a legal nature and will be appended to designated signatures. Separating disclaimers from signatures makes it easy to maintain the same disclaimer on many different signatures.
	Campaign	Campaigns are normally used to include graphics or text, for example news or sales promotions, and will be appended to designated signatures. Campaigns can be scheduled to run within a certain time frame.
	Stationery	Stationery can be used to set background images. Note that stationery only works in Outlook and only when creating new email in HTML format.

Templates are created and managed from the main application window. When designing a template, the main part of the application window displays the template editor and the Template ribbon:

Edit Signature (Design Mode)

All templates share two common properties:

•	The name of the template, used to uniquely identify each template. Template names cannot be blank or duplicated.

•	A description of the template, which is an optional field describing the template.

Depending on the type of the template, other properties are also available. These are discussed in the separate topics for each template type.

All templates in Email Signature Manager have three separate components:

•	The HTML Template, which defines the content appended to emails authored in HTML, including those authored through OWA.

•	The RTF Template, which defines the content appended to emails authored in Rich Text Format.

•	The Plain Text Template, which defines the content appended to emails authored in plain text.

Each component can contain fields (identified by {} braces), which are dynamically replaced by the appropriate information from the selected data source when the template is deployed to each user. This means that templates are dynamic and their content can be tailored to suit your organization. Prior to deployment, you can test how your templates will appear for any user in your organization using the Test Signatures dialog.

Please refer to the working with fields topic for detailed information on how to use fields in your templates.

All templates are designed in a WYSIWYG editor. For the HTML component of each template, the source can be modified directly to provide fine control over the content by clicking the Source button:

Edit Signature (Source Mode)

The Template ribbon offers various commands whilst designing your templates:

•	The Edit group contains the standard commands for working with the clipboard and content of the template.

•	The Format group contains commands to adjust the formatting of the text (HTML and RTF templates only).

•	The Paragraph group contains commands to adjust the style of the text (HTML and RTF templates only).

•	The Insert group contains commands to insert Hyperlinks, Pictures, Tables and Fields.

When you have finished designing your template, you can:

•	Click the Save button to save the changes to your template.

•	Click the Close button to close the template and return to the template browser; you will be prompted to save if you have made any changes.

It is recommended that you read the section of design guidance before authoring your templates to ensure you achieve the best results.