How to Create an Email Signature in Outlook, Gmail & Yahoo

by Flexadia 9 months ago in Productivity

How to Create an Email Signature (Source: Freepik)

How to Create an Email Signature in Outlook, Gmail & Yahoo – Have you ever seen an email with the identity of the sender? such as company logo, company address, signature, or something else? Well, it turns out that the identity or so-called signature can be created automatically, you know. Especially for corporate emails, of course, the signature is important.

For that, we will discuss about how to easily create an email signature. Come on, see the following article!

Contents

What Is Email Signatures?

An email signature is the text at the end of an email. A signature can be in the form of contact information such as your email address, name, website URL, or business information. In order to make it easier to add an existing signature to the email. Then you can make settings so that the signature can automatically appear every time you send an email.

In other words, an email signature is like a signature that is affixed to every letter that is under a message sent via email or additional personal information from the company in every email sent.

Email Signature Example

Here is an example of an email signature:

Example of an email signature (Source: Adobe Stock)

1. Signature Email Personal

The information provided for personal signatures is usually not superfluous. Usually only consists of 3 lines. Add the name and title on the first line, then followed by the address on the next line. While the phone number and email address in the third line.

Then, to make it look professional, add a photo of yourself. Use photos that are formal in style. With a photo of yourself, you will look convincing in the eyes of email readers.

2. Business / Corporate Email Signature

Not too different from personal emails, business/company email signatures are made simply too. Usually consists of 4 lines. Include your name and title in the first line, then followed by the position and name of the company represented when you send an email to represent your company/business, then provide a specific address on the next line. While the phone number and email address are on the very last line.

If you have more than one phone number, email address, or social media, you shouldn’t add them all to your signature. Just choose the one that suits you best.

Then, to make it look professional, include a company logo as well. With the addition of a logo, the email sent by the company/business will look convincing in the eyes of the email reader.

Benefits of Email Signature

Here are the benefits of the email signature, namely:

As the identity of the owner of the email or a representative of the company working
Can improve personal branding to be more professional
As a promotional medium where email can include the company name

Components and Elements of Email Signature

Of course, before including an email signature, there are several components and elements that must be completed that can be adapted to the needs and objectives of the signature being addressed. Here’s everything you need to complete to increase the credibility of your business:

1. Self or Company Identity

If you are sending a personal email, include your full name and any titles you hold. However, if you represent a company, include your full name, title, and position at the company along with the company name.

This is done so that the person or company who sent the email can know who is talking to him.

2. Address

If you’re a personal email sender, it’s a good idea to keep your address short. No need to include a specific residential address, just the name of the district and province.

However, if you represent a company, include the specific company address, city and province name.

3. Contactable Active Telephone Number

Both personal email users and corporate email users should include an active phone number that can be contacted, so that email readers can easily call you if they need you at any time.

In addition, of course, you also have to be ready to be called at any time if you really want to include a phone number in your email signature.

4. Add Website Address

As a personal email user, you should not include the website address, especially if the website does not contain things that discuss your history, or your biodata.

Well, if the email belongs to a company, include the company’s official website. So that at any time they need important data or just want to see the company profile, they can go through the website that is already listed in the email signature.

5. Add a Photo or Company Logo

For those of you who use email personally, you can add a photo of yourself to the email signature. But you should add photos with formal poses and not selfies photo to make it look more professional.

For corporate email signatures, add a company logo to make the signature look more professional and convincing.

6. Keep it Short, Concise, and Clear

Often, both personal and corporate email users make email signatures that are too long and numerous. Instead, add a short, concise, and clear signature. Just add info about your name, address, phone number, and website address, and include a photo or logo only.

No need to include more than one Facebook, Twitter, Instagram, phone number or email address, and so on.

7. Make sure the information in the signature remains relevant

You have entered various important information such as address, and phone number. After setting the contents of the email signature. Instead, make sure the information listed in the signature remains relevant. For example, if you change your phone number or change your domicile, the information listed in your email signature should also be changed immediately.