How Should Your Email Signature Look

Draft Your Gmail Signature In Microsoft Word

How to Setup an Email Signature in Outlook 2019

Yep, you read that right. We arent actually going to design your signature in Gmails settings interface. Just trust me here!

  • Open up a new blank document in Word.
  • Before we get to any of the pretty, go ahead and type out all the information you want in your Gmail signature. Things you may want to highlight include your name, your title, your tagline, your website, a prompt to join your newsletter, office hours, upcoming out-of-office dates, an inspiring quote, and/or your contact number. Example:Megan Martin | Owner, Creative DirectorResources, Templates, and Education for
  • Monday, Wednesday, and Friday 9am-12pm EST.Upcoming Events:August 6-9: Speaking at Creative at Heart Conference
  • The left side is where your image of choice will go. But you wont plug that in here in Word. That will happen when you change your signature in Gmail. We are almost done in Word, but there is one more step: Removing the border lines of the Table. To do so, hover your cursor over the icon that looks like a + sign in the top left corner of your table and click it. A dialogue box will appear giving you table styling options. Click the square icon that has a + in the middle with a black line on the bottom . A drop-down menu will appear. Click on No Border.
  • How To Write An Email Signature

    How you should be writing your email signature depends on the recipient. Is it a business email signature that will be used in a professional capacity, or is it for your family and friends to see? If you are looking for a general but really good email signature, it is best to keep it easy, concise, helpful and to the point.

    A few examples of writing what we think is essential and valuable information in your email signature and also some features to keep in mind:

    • A closing

    The best email signatures contain a closing a closing could be anything from best regards to sincerely. We like to write Kind regards. Keep in mind to make sure that you think of the context of the email before writing your closing. For example, you dont want to write sincerely yours to your friend because your friend might misinterpret that.

    • First and last name

    This one is easy. Write your first and last name in the typical fashion or change it up and write it in bold letters. Up to you. We usually write our names to let people know who is sending the email and to avoid the risk of the recipient misspelling our name.

    Dont you hate it when you receive emails where the sender has misspelt your name? This is an excellent way to avoid that problem as the recipient can find out how to spell your name in your email signature.

    • Telephone number
    • Keep it simple
    • Hierarchy to guide the recipient
    • Mobile-friendly

    Articulate Email Signature Template

    The Articulate email signature template is one of our most versatile email template designs. It looks great with a wide variety of logo sizes and profile photos. You can fill it out and include as many contact details as you need, or keep it very minimal with just a few rows of text and social media icons.

    The Articulate email signature template comes in both Solo and standard versions. The standard version features two columns for your contact details to the side of the primary image and the solo version offers 1 column.

    Read Also: Delete Duplicate Emails In Outlook 2016

    Socialite Email Signature Template

    Want something a little more… social? The Socialite email signature template is perfect for all the marketing professionals out there, that know their social media icons should come second only to their name. The Socialite template also suits a much wider image, click to see more examples of this design.

    Make It Easy For Recipients To Engage

    Email Signature

    The best email signatures include a number of ways for recipients to engage easily. In addition to employee contact information, there are opportunities to include a number of interactive links. These can include social media icons, promotional banners and call-to-action buttons so recipients can click through to your latest content.

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    How To Write Professional Email Signatures

    Featured In

    Email communication has taken over as one of the most common ways to send messages between colleagues on-site and off-site, according to a Radicati study. Despite new communication apps heralding the end times for email every so often, email always seems to carry on as before, indifferent to the dogmas of modern times, progress and the cult of the future.

    Well, maybe it doesnt carry on so poetically. But for the foreseeable future, email will remain a staple of professional communication. We can tailor our email correspondence to meet our business purposes whether common correspondence or email marketing and as the medium carries its context, not only does our content matter, but so does its presentation.

    Many first impressions are conducted via email. Your great email signature is the chance to shape that impression. A professional email signature is both visually appealing while conveying our skills, experience and contact details.

    Theres a lot of subjectivity when learning how to make a professional email signature stand out while commanding authority. Fortunately, when it comes to style and implementation, theres a fairly short list of whats acceptable and no need to push the envelope to present a polished and professional signature.

    Use Colors For Texture Rather Than Attention

    Colorful email signatures can be an asset in a creative industry. In a more traditional industry, an abundance is visually distracting and can look amateurish. If youre unsure how well you can pull it off, or if your industry isnt that fabulous, its better to err on the side of caution. A professional email signature can speak more through tasteful arrangements than vibrant colors anyway. Again, stay within the brand palette.

    This example, also by Sombras Blancas Design, has a faintly off-white background, two different font colors, and two slightly different typefaces. The gentle design conveys reassurance certainly a point of professional interest for a psychologist -and the subtle coloration helps achieve this.

    Also Check: Why Does My Email Not Update

    Make Your Signature Mobile Friendly

    Aside from maintaining visual balance through the less is more ethos, responsive design ensures your email signature is consistent across platforms. People read email on their mobile devices more than ever dont be that person whose signature becomes obnoxiously large or so small to be unreadable on a mobile screen. Be careful with graphics that have small text they may not scale well. When it comes to social media icons, put some space between them or make them large enough to be pressed by a finger.

    This email signature has a simple yet striking layout with an arrangement that translates well on mobile. The black and white motif is stark and visible. Note the relative size of the social media icons. The omission of a headshot is a design choice considering the signature belongs to the company owner, there may not be a need for visual identification.

    How To Write A Great Email Signature

    How to Install a HTML Email Signature in your iPhone or iPad’s Mail App

    The average office worker sends 40 emails per day. That’s 40 opportunities to market yourself and your business in those individual emails you send, every single day.

    A lot of people treat their email signatures like an afterthought, which makes for a real missed opportunity. Those signatures are a chance for you to make it clear who you are, make it easy for people to reach you, and give people a place to go to find out more either about you, about your business, or about something you’re working on.

    So, if you’re just putting your name and a point or two of contact information in your signature, you’re not taking full advantage of the opportunity to connect and engage with the people you’re emailing.

    Check out our video walkthrough on using our email signature generator for more tips and tricks.

    So what should go in your signature? Much of this will depend on personal preference, your organization’s brand and culture, and even the industry you’re in. However, here are some suggestions as you create your own:

    Also Check: How To Open An Email To A Professor

    The Best Ceo Email Signature Will Tick These 7 Boxes:

  • Make it easy for people to reach you add a direct phone number to you or your PA
  • Make it clear who you are add your full name and a high-quality business oriented photo of you
  • Make it clear what your job is no vague job descriptions
  • Make it clear where you work add a company logo and add your company name
  • Make it easy to learn more about you
  • Align your signature with your company branding . You should also consider aligned branding across ALL employee emails. This shows youre a well organized company. You can set this up in seconds and centrally manage all your employees signatures with WiseStamps signature management software for teams.
  • Make a clear business offer add a call to action with an immediate benefit to your prospects
  • Making A Logo In Your Email Signature Look Crisp On Retina Screens And Across All Email Clients Should Be Simple Right Not So Much

    What might be considered a simple task like placing your logo in your email signature becomes a bit trickier when you realize it appears pixelated and blurry on Retina screens. After some research, trial and error and then more research we finally discovered a solution that works. Since we couldn’t find this solution anywhere else on the internet we decided to post it ourselves. Hopefully this benefits the well being of everyone else who’s currently pulling their hair out over this seemingly minute detail.

    One thing to note is that this solution requires you to be using an email client that allows you to insert HTML code into your email signature.

    So here goes…

    • Step 1: Determine the size you want your logo to appear in your email.
    • Step 2: Save your logo as a JPG or PNG at twice the size you want it displayed. For example, if you want your logo to display at 200 pixels wide x 50 pixels high, then save it out at 400 pixels wide x 100 pixels high. This will allow for a higher pixel density on Retina screens.
    • Step 3: Place your logo file online so you can link to it. Sample link:
    • Step 4: Using some simple code tell the email clients at what size to display your logo.Code: < img src=”” style=”width: 200px max-width: 200px ” width=”200″>

    And while this may appear to be a small problem to some we feel like crisp graphics are essential to looking your best for current and potential clients!

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    Make Your Email Signature Mobile

    Mobile clients account for 41.6% of email opens. If your emails arent responsive, thats a whole lot of subscribers that wont be able to view your content properly.

    Size, positioning and whitespace of elements are crucial. If links are too small or crowded together, it will be difficult for readers to click through. Check out how your email signature looks on different devices and clients, such as Gmail, Microsoft Outlook, Apple Mail and Yahoo, before you send.

    Fortunately, with MailerLite, you can use the premade email signature templates and footer blocks to quickly create your own professionally designed, responsive email signatures!

    Your email signature best practices checklist

    Size: Keep an eye on the dimensions and weight of your email signature. Less than 100kb and between 150px-200px height, 300px-600px width

    Fonts and colors: Be consistent with your brand guidelines and keep things simple

    Use clean, high-quality headshots and dont forget to smile! Stick to 50px-100px in size

    Company logo: Use a high-quality logo with a width of 150px-300px. Place it alongside your other company information

    Social media links: Use icons instead of text links and stick to relevant platforms that you are active on. These work well at the bottom of your footer

    CTA: Use CTAs in line with your brand to reach goals or drive subscribers to other channels

    Website link: Make it easy to identify

    Dividers: Separate information into groups to make it more digestible

    Apr How We Create Branded Email Signatures That Look Good On All Devices

    email signature preview

    Email Signatures can be a real pain. The requirements are pretty clear. A consistent, professionally designed email signature that is branded, appears well on all devices and is easy to update. If only it was that simple. When we create a new brand, we always include email signatures as a must have. These days they get more exposure than a business card, and marketing messages embedded in emails gain better traction than email blasts. We often get asked to create email signatures as a standalone service, so here are some important things you should know about options available to you.

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    An Unnecessary Email Signature

    This email signature starts off with good information but goes off the rails with flashy fonts and inspirational quotes including one attributed to the sender. Dont try this at home!

    Robert Half can help you stay up to date on the latest job market trends, spot opportunities and dodge obstacles in your professional path. .

    Use Your New Gmail Signature In Automated Emails

    Ready to bring your business to the next level? Schedule automated emails so you never miss an inquiry or email response.

    HoneyBook lets you sync with Gmail and add your branding to any email templates.

    Megan Martin

    Megan Martin is a writer, speaker, graphic designer and photo stylist at Megan Martin Creative, a design & lifestyle studio producing relevant educational and inspiring content for creatives and mompreneurs. She is on a mission to encourage and equip creative women with tools and community to do business well after serving over 5 years as a wedding planner and brand designer. When she’s not running her creative business or traveling to conferences, you can find Megan living out her biggest dream of a joyful life with her husband Jeremy and two little girls, Kennedy and Esley in sunny Florida!

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    How To Use Ctas In Your Ceo Email Signature

    Lets take a look at some examples, one good, one bad. A good call to action has to stand out visually. So adding a banner or a button is always better than simple text. This is illustrated in the example below.

    There are many rules and best practices when it comes to selling hooks and CTAs. So much so that we took the time to cover this in a separate article check it out here.

    Bad example too much noise

    Good example clear CTA

    Keep Your Graphic Elements Simple

    Gmail Tutorial | How To Create A Great Email Signature

    Continuing with the theme of less is more, when it comes to placing graphic elements in your email signature, try to limit yourself to 1-2 to avoid a cluttered design. Jamming a lot of separate graphics into one email signature can quickly over-complicate your design and make it more like a collage and less like a sign-off.

    A common graphic element to include in an email signature is your brand logo. This is a great way for people to quickly identify who this email is coming from, and it creates a stronger degree of recognition of your brand.

    Another common graphic element commonly used in signatures is a headshot of the email author. Putting a face to a name is a simple but effective way to build more of a personal relationship and create a feeling of trustworthiness just be sure to use a well-lit, well-shot and professional image.

    This email signature by Chanelle Villena gets the best of both worlds by using both a headshot and a brand logo within the signature. Do be sure to note, however, that these graphic elements have been balanced out with a simple, minimal design.

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