Most people “sign” their e-mails by simply typing their name at the bottom, similar to the way they would leave a handwritten signature at the end of a letter. This is a perfectly acceptable way to close out an e-mail, but you may be missing an opportunity to better promote yourself, through the use of an e-mail signature.
- Your e-mail can include a “signature” at the end of the message. It's not a hand-written signature, but text that provides useful information about you.
- An e-mail signature may include your name, title, phone and fax numbers, street address, website address and any other information you want to include.
- Using the signature feature saves time since you don't have to retype the text every time you send a message. It's automatically added to the end of your message.
- Some e-mail programs let you store more than one signature file.
Signatures can be an effective way to provide information about yourself or your organization to your e-mail recipients. For instance, your work e-mail signature can list your title, the name of your company, and your professional contact information. If you company has a logo, you could add that to your signature as well. Your personal e-mail signature can list things such as your website address, social media information, or your favorite quote.
Just remember to keep your signature professional and not too long. Most people will ignore large amounts of text that come after the body of your e-mail.
Frequently Asked Questions
If I set up a signature, do I have to use it for every e-mail?
No. When you create a signature, you can choose whether or not to include it by default. You can even choose to have it only added to certain types of e-mails or for certain e-mail accounts. Even if it is automatically added to every e-mail you create, you can still replace it by selecting another signature, or deleting it entirely.
How do I add a signature to my e-mails?
The exact process for adding a signature file varies from one e-mail client to another; however, you can usually find the signature option by going to your options menu and looking for your e-mail options. If you cannot find the signature option there, consult your e-mail client’s help system.
Can I include multimedia in my signature?
You can add pictures or hyperlinks to your signature. Typically, images are used to add your company’s logo and hyperlinks are used to link to your business or personal website. Some e-mail clients will also allow you to add a digital business card, which lists your relevant contact information and, possibly, a photo.
Can I use more than one signature?
While most e-mail clients let you create multiple signature files, they will usually only allow you to use one signature within a single e-mail. If you attempt to add a second signature, it will replace the first. If you regularly need to add elements from multiple signatures to an e-mail, it is better to create another signature file that includes all of those elements.