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

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

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:

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

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

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.

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.

How to Create an Email Signature

Here is information on how to create an email signature in Outlook, Gmail, and Yahoo:

How to Create an Email Signature in Yahoo

  • Sign in to your Yahoo account.
  • Hover over in the upper right corner of Yahoo, and click the jagged image then select Settings.
  • After that, a pop-up page will appear. Select the Write Message menu. On the settings page select Formatted Signature Display on the Signature menu. Next, make the settings as you wish.
  • If so, click Save.

How to Create an Email Signature in Outlook

  • Sign in to your Outlook account.
  • Then hover over the top right corner of Outlook, and click the jagged image and select Options.
  • In the Options section, select Formatting, font, and signature.
  • There are two settings box, select the second Personal Signature. Please make the settings as you like, then
  • click Save.

How to Create an Email Signature in Gmail

  • Sign in to your Gmail account.
  • Hover over in the upper right corner of Gmail, click the jagged image then select Settings.
  • On the Settings page, swipe to the middle until you get to the Signature setting. Please make the settings according to each taste.
  • After filling in the signature box, don’t forget to tick Insert this signature before quoted text in replies and remove the “–” line that precedes it below it.
  • Then click Save Changes at the end of the settings.

That’s a guide on how to create a signature in an email. Adding a digital signature to an email message will make formal communication more serious and give a good impression to both parties connected. Also make sure you always include valid and appropriate information along with the company logo to make your contract or agreement more professional.