I’ve set up a standard
footer for all my emails, and the footer includes my company’s logo. Sometimes,
I reply to emails and note that my logo doesn’t appear in the response—all the
receiver sees is text. Why is this, and what can I do about it?
Not all email content is equivalent, as you’ve seen. Most
email client applications (and Web-based email hosts) support rich content in
email messages: Things like logos and graphics, multiple fonts and text colors,
all appear both in your email as you compose it and when it’s received.
Amazingly, some do not. Some email applications require text-only email
content, and for this reason, most email clients allow you to create email that
can only contain text. In addition, most email clients are configured so that
when you reply to an email, the reply uses the same formatting options as the
original email: If you reply to a text-only email message, your response will
most likely also be text only.
When you include rich text (graphics, and so on) in your
email message, you’re most likely using HTML formatting (like a Web page uses)
to create the content. (Some email clients support rich-text formatting using a
different format, but not all, and we don’t recommend anything other than HTML
for sending formatted emails.) If your email client has been configured to
respond to the email message using the same format in which it was sent, or if
your email client has been configured to only allow text-only email messages,
you can modify the settings and allow HTML formatting and rich text. (Note that
email editors that allow you to create “stationery”, so that your emails look
like fancy paper, also use some sort of HTML formatting, in general. For
business use, please do your best to avoid this feature—it’s strictly for
personal use.)
Ken balks at using graphics in a footer, mostly because in
most email clients, that graphic appears in the list of messages as an
attachment; this makes it impossible to determine by glancing at a list of
emails which ones actually have attachments, and which have a graphic embedded
in a footer. It’s up to you, of course, and it’s not really the topic of this
question, but do think about whether it’s worth including a non-essential
graphic in every email you send—it certainly clutters up the recipient’s inbox
with things that look like attachments, but really aren’t.
For more information on the differences between plain text
and HTML-formatted emails, check out this link: https://goo.gl/7O9TUA.
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