How to Upload an Email Signature and Create a Template

Reusing your existing email signature is a fast way to start with Xink. You can always modify it later to match your branding and company standards.

This guide uses Classic Outlook for Windows as an example, but you can use New Outlook, Web Outlook or Gmail email clients.

Step 1: Upload Your Existing Email Signature

You can upload a signature directly from your inbox and turn it into a reusable company template.

How to Do It:

1. In Xink, click the + button in the SIGNATURES menu.
2. Select Upload signature from Outlook or Gmail.
   
3. Click the Upload button.
   • If your Mail To window doesn’t open, click here to open it manually.
4. A New Email window will open.
   • If your email doesn’t open > Learn more.
   • Don’t change anything in this email.
   • Do not edit the subject line (it includes a tracking number).
   • Your current signature should appear.
     
5. Click Send. Your signature will be added to Xink under the Signatures tab.

Step 2: Rename Your Signature

Once your signature is uploaded:

• Go to the Signatures menu.
• Rename it to something descriptive, like “Company Default” or “Sales Template”.
  

Step 3: Turn It Into a Company Template

Now it’s time to make your signature dynamic so it works for every employee.

Replace Static Text with Dynamic Fields:

1. Select placeholder text such as your name or job title.
2. Use the Fields dropdown in the toolbar to insert dynamic fields.

   Example: Replace Your Name with ((DisplayName)).
   

   You can use dynamic fields in links, too—for example, ((Email)).

   

Step 4: Preview the Email Signature

Click the Preview menu to review how your signature looks with different employee profiles.
✅ This helps you double-check for layout consistency.

Step 5: Set as Default Signature

You have two options to set the signature as your default:

Option 1: From the Editor

• While editing, click New > Save.
  

Option 2: From the Signatures Menu

• Go to the Signatures tab.
• Select your uploaded signature.
• Click the gear icon (⚙️) > Set as New.
  

What’s Next?

Learn how to:

• Assign email signatures to user groups