Signature Styling & Formatting

Control the visual appearance of email signatures across your organization. Set fonts, colors, width, and formatting options that apply to all profiles.

Written By Matt Sywulak

Last updated 4 months ago

What It Does

Control the visual appearance of all signatures with global styling options. These settings affect fonts, colors, spacing, and formatting across your entire organization.

Available in: Email Signatures add-on (all INKY bundles)

Configuration Location

Navigate to Email Signatures > Styling & Formatting section

All settings apply globally across all profiles unless overridden at the profile level.

Styling Options

Font Size

Control text size for signature details.

Available sizes:

  • 9pt (minimum recommended)

  • 10pt

  • 11pt

  • 12pt (common default)

  • 14pt

  • 16pt

Best practice: Use 11-12pt for optimal readability across devices. Avoid going below 9pt for accessibility.

Font Family

Choose from web-safe fonts for maximum compatibility.

Available fonts include:

  • Arial

  • Helvetica

  • Georgia

  • Times New Roman

  • Verdana

  • Tahoma

  • Courier New

  • Additional W3C recommended web-safe fonts

Best practice: Stick to sans-serif fonts (Arial, Helvetica, Verdana) for email signatures. They render consistently across all email clients.

Text Color

Set default color for signature text.

Format: Hex color code (e.g., #000000 for black, #333333 for dark gray)

Best practice: Use dark colors with sufficient contrast for readability. Avoid pure black (#000000)—use dark gray (#333333) for a softer look.

Link Color

Set color for clickable links (email addresses, websites, phone numbers).

Format: Hex color code

Best practice: Use blue (#0066CC) or your brand color. Ensure links are visually distinct from regular text.

Name Bolding

Make the user's name appear in bold.

Options:

  • Enabled (name appears bold)

  • Disabled (name appears regular weight)

Best practice: Enable for emphasis. Helps recipients quickly identify who sent the email.

Link Underlining

Control whether links display with underlines.

Options:

  • Enabled (links underlined)

  • Disabled (links not underlined)

Best practice: Enable for accessibility. Underlined links are more recognizable, especially for color-blind users.

Maximum Signature Width

Limit signature width in pixels to ensure proper display on all devices.

Recommended widths:

  • 600px (maximum, default) - Full desktop width

  • 450px (best fit) - Balanced for all devices

  • 320px (minimum) - Mobile-optimized

Important: Banner images wider than this setting will extend past the boundary.

Best practice: Use 450-500px for best compatibility across desktop, tablet, and mobile devices.

Vertical Separator

Add a visual divider between logo image and signature text.

Customizable properties:

  • Width: Line thickness in pixels (1-5px recommended)

  • Color: Hex color code

Best practice: Use 1-2px width in a subtle color (#CCCCCC or brand color). Provides visual separation without overwhelming the design.

Phone Number Prefixes

Customize the display labels for phone numbers.

Customizable prefixes:

  • Work phone: Default "W:" (e.g., W: 555-123-4567)

  • Mobile phone: Default "M:" (e.g., M: 555-987-6543)

  • Fax number: Default "F:" (e.g., F: 555-111-2222)

Supports basic HTML and emojis:

W: (standard) Work: (spelled out) 📞 (emoji) <strong>Office:</strong> (HTML formatted)

Best practice: Keep prefixes short (1-2 characters or one emoji). Long prefixes consume valuable space in signatures.

Configuration Example

Recommended professional styling:

Font Size: 11pt 
Font Family: Arial 
Text Color: #333333 (dark gray) 
Link Color: #0066CC (blue) 
Name Bolding: Enabled 
Link Underlining: Enabled 
Maximum Width: 450px 
Vertical Separator: 1px, #CCCCCC Phone 
Prefixes: W: / M: / F:

Result: Clean, readable signature that works on all devices with clear visual hierarchy.

Best Practices by Use Case

Corporate/Professional

  • Font: Arial or Helvetica, 11-12pt

  • Colors: Brand colors with dark text (#333333)

  • Name bolding: Enabled

  • Links: Underlined, blue or brand color

  • Width: 450-500px

  • Separator: 1px in brand color

Creative/Marketing

  • Font: Georgia or custom brand font, 11-13pt

  • Colors: Bold brand colors

  • Name bolding: Enabled

  • Links: Brand color, can remove underline if contrast is high

  • Width: 500-600px

  • Separator: 2px in accent color

Minimal/Executive

  • Font: Helvetica, 10-11pt

  • Colors: Black (#000000) or dark gray (#333333)

  • Name bolding: Optional

  • Links: Subtle color (#555555), underlined

  • Width: 400-450px

  • Separator: None or very subtle (1px, #EEEEEE)

Mobile-Optimized

  • Font: Verdana or Tahoma, 11-12pt (easier to read on small screens)

  • Colors: High contrast (dark text, bright links)

  • Name bolding: Enabled

  • Links: Always underlined

  • Width: 320-400px

  • Separator: Optional

Troubleshooting

Colors Look Different

  • Some email clients adjust colors for dark mode

  • Test in multiple clients

  • Use hex codes, not RGB or color names

Signature Too Wide on Mobile

  • Reduce maximum width to 400-450px

  • Test on actual mobile devices

  • Consider creating separate mobile-optimized profile

Separator Not Appearing

  • Verify vertical separator is enabled

  • Check color contrast (light separator on light background won't show)

  • Ensure width is at least 1px

Phone Number Formatting Issues

  • Avoid complex HTML in prefixes

  • Test emoji compatibility if using emojis

  • Keep prefixes simple for best compatibility