How to set up email signature with logo dynamically in Salesforce

What are we looking to achieve?

- Signatures will be populated dynamically along with the logo while sending emails from Salesforce.

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How to set up email signature with logo dynamically in Salesforce

#1

Click on your profile avatar(top right corner) > Settings

#2

Search for ‘My Email Settings’. You can write your text signature in the ‘Email Signature’ section. Let’s see how we can add a logo to it.

#3

Go to App Launcher, Search for ‘Files,’ > Open Files, Click on ‘Upload Files,’ and upload your logo.

#4

Now, click on the dropdown on the right side of the uploaded picture > Click on ‘Public Link’

#5

Click on the ‘Create Link,’ then set the expiration date, and copy the link.

#6

Now, open the copied link in a new tab. Then, click ‘Open image in new tab’. In the new tab, copy the final URL of the image.

#7

Go back to my email setting again. Click on profile avatar > Settings >Search for ‘My Email Settings’. In the ‘Email Signature’ section, now add this at the bottom of the text signature:

<img src="paste URL of the image">

For example, like this:

<img src="www.hscodehub.com/image.png">

#8

Save it. If you go back to any records and try to send an email, you will notice that the signature with the logo will be automatically populated. 

The expiration date that breaks your logo later

This is the step that causes almost every “my signature worked and now shows a broken image” report.

When you create the public link in Files, Salesforce offers an expiration date. If you set one, the link stops resolving on that date and every signature using it silently breaks, on every email you have already sent as well as new ones. Recipients see a broken image placeholder.

Unless you have a specific reason to time-limit it, leave the expiration date blank. If your org policy forces an expiry, put a calendar reminder in before it lands.

Sizing the image before you upload

Signature logos are one of the few places where a large image causes real problems rather than just slow loading:

• Upload it at roughly the size it will display, around 150 to 250 pixels wide for a typical logo. Scaling a 2000 pixel image down in the signature still downloads the full file.
• Set the width explicitly in the tag so clients that ignore CSS still size it correctly: <img src="..." width="200">
• Keep it under about 100 KB. Some corporate mail gateways flag or strip large embedded images.
• PNG for logos with flat colour and transparency, JPG for anything photographic.

Why some recipients still will not see it

Even with everything configured correctly, the logo will not render for everyone, and that is normal rather than a fault in your setup:

• Images are blocked by default in Outlook and many corporate clients until the recipient clicks to download them. Nothing you configure changes this.
• Plain text mode strips images entirely.
• Strict gateways sometimes block externally hosted images in signatures as a tracking-pixel countermeasure.

Because of this, never put information only in the logo. If your company name, role or contact details exist solely inside the image, a meaningful share of recipients see nothing. Keep the text signature complete on its own and treat the logo as decoration.

Alternative: host the image outside Salesforce

The Files public link approach is convenient because it needs nothing outside your org. If you already have a website or CDN, hosting the logo there is more robust:

• The URL never expires and never depends on Salesforce sharing settings
• It survives someone deleting the file from Files, which silently breaks every signature at once
• It is easier to swap during a rebrand, since you replace the file at the same URL and every signature updates

The signature markup is identical, only the src changes.

Testing it properly

• Send to yourself first, then to an address on a different mail provider. Gmail and Outlook behave differently.
• Check on mobile. A logo that looks right on desktop can dominate a phone screen.
• Open the link in a private browsing window. If it needs a login, the sharing setting is wrong and external recipients will see nothing.

Troubleshooting

• Broken image icon: the public link expired, the file was deleted, or the URL is the Files viewer page rather than the direct image URL. Make sure you copied the URL after choosing to open the image in a new tab.
• Works for you, not for recipients: you are authenticated and they are not. The link is not genuinely public.
• Logo enormous in the email: no width attribute, and the source image is large.
• Signature not appearing at all: check My Email Settings saved, and note that some send paths such as email templates and certain automated sends do not include the user signature.