The Ultimate Guide to creating an email signature

The Ultimate Guide to creating an email signature

If you're like most people, you probably send a lot of emails. And if you're like most recipients, those emails probably don't have signatures.

But what if I tell you that an email signature could be the key to becoming more successful? Your email signature is a significant part of your online presence.

Consider this; your signature represents you to the recipient every time you send an email. So why not make sure that your signature is sending the right message?

An email signature is a great way to communicate your brand and build trust with potential clients. It shows that you're professional and serious about your business.

And it can also be a great way to promote your products or services. With a well-designed signature, you can quickly turn every email into a mini-advertisement for your business.

So if you've been neglecting your email signature, now is the time to change that. In this post, I will take you through some steps to create a signature that communicates your brand and builds trust with potential clients for free.

Why you need an email signature

Here are three reasons why you need an email signature:

  • First, an email signature makes you look more professional. It shows that you take your email communications seriously and that you're willing to put in the extra effort to make sure your messages are well-crafted.
  • Second, an email signature can help you build trust with your recipients. By including your contact information and social media links in your signature, you're making it easy for people to connect with you and learn more about who you are.
  • Finally, an email signature is a great way to promote your brand or business. If you include a link to your website or blog, people who receive your emails can easily find out more about what you do and what you have to offer.

What to include in your email signature

An email signature is a great way to make a lasting impression. But what should you include? Here are a few things to keep in mind:

  • Include your most important details, such as your name, title, and contact information.
  • Consider adding a headshot or logo. This can help your signature stand out and make it easy for people to remember who you are.
  •  Add links to your website and social media handles 

How to create an email signature

An email signature is a great way to let people know who you are, what you do, and how to get in touch with you.

Step 1: Create signature

To make the signature stand out, we are going to make use of Google docs to create something simple but eye catchy.

Create a blank document and insert a two column table. While inside the right hand box,

After that, right click inside the table and scroll down to table properties. From the options displayed at the right hand side select color. Click on border and make the border zero.

Highlight the whole thing and copy it to your clipboard

Step 2: insert into Gmail

Open your Gmail inbox and head over to the top right hand corner and click on the settings icon.

Under the general tab, scroll down until we you see the option for signature.

Click create new and give it a preferable name. Then click create

The text box section that comes up will allow you to insert your signature. Paste what you copied from Google Docs into the text field.

Next, select the image icon to add your image or logo. Remember to resize the image to small after uploading.

Change the signature defaults to the one you created.

Scroll down to the bottom to save changes.

Tips for making your email signature stand out

A good email signature is like a good first impression- it should be memorable, but not overdone. Creating a signature that hits all the right notes can be tricky. Here are a few tips to help you create and format your email signature like a pro:

1. Keep it short and sweet. A professional email signature is key to making sure your messages always look polished.

No one wants to scroll through a novel just to find your contact information. Stick to the essentials- your name, title, and contact information. There's no need to include your life story or a list of your hobbies and interests.

2. Use your company logo. If you have one, this is a great way to make your signature more visually appealing.

3. Use color wisely. A little bit of color can go a long way in making your signature more eye-catching, but beware of going overboard. Stick to one or two colors at most.

4. Be creative with your email address. If you have a common name, try using something more unique for your email address. This will make it easier for people to remember how to reach you.

5. Avoid using gimmicky fonts or animated GIFs. Though they may seem like fun additions, they can come across as unprofessional and make it difficult for people to take you seriously.

6. Make sure your contact information is up to date and accurate. There's nothing worse than sending someone an email only to have them reply with "Who are you?" Make sure your signature includes your current title and contact info so people can easily get in touch with you.

7. Choose a font and color scheme that represents your personal brand. You want your signature to be easily legible, so steer clear of overly fancy fonts or busy background images.

8. Finally, make sure your signature looks consistent across all devices. Whether you're checking work emails from your laptop or responding to a customer on your phone, you want your signature to look clean and professional every time.


1. What is an email signature?

An email signature is a block of text, usually at the bottom of an email that contains information about the sender.

This can include the sender's name, job title, company, contact information, and even a short tagline or slogan.

Email signatures are a great way to make a lasting impression on your recipients, and they can also be very useful for promoting your business or website.

2. How do I create an email signature?

There are many ways to create an email signature. You can use a simple text editor like Notepad or TextEdit, or you can use a more sophisticated HTML editor. If you want to get really creative, you can even use an online signature generator such as Canva.

3. What should I include in my email signature?

Your email signature should include your name, job title, and contact information. You can also include a short tagline or slogan. If you have a website, you may want to include a link to your site in your signature.

4. How do I make my email signature stand out?

There are several things you can do to make your email signature stand out. Use a font that is easy to read and use color sparingly.

You can also use images, logos, or even animated GIFs in your signature. Just be sure that your signature is not too long or too complex, as this can make it difficult for recipients to read.

5. Can I use HTML in my email signature?

Yes, you can use HTML in your email signature. However, be sure to keep your signature simple and easy to read.

Some email programs may not display HTML signatures properly, so it is important to test your signature before using it.

6. How do I install my email signature on other email platforms like outlook?

Installing an email signature is usually a fairly simple process. Most email programs will have an option to add a signature in the settings menu.

If you are using HTML in your signature, you will need to copy and paste the code into your signature settings. Be sure to test first.

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