One of the most effortless ways to promote your product or business is to create an eye-catching email signature with links to your website and/or social media, easily promoting your business with every email you send. Only 52% of professionals have an email signature, according to MarketingLand, but every business person should utilize this free tool: it is your digital business card.

WHAT TO INCLUDE IN YOUR SIGNATURE

Your email signature should at least contain your full name, the name of your organization (hyperlinked to the website), and your title. I advocate for including your phone number as well if this is a preferred contact method for you, as it makes for quick reference and provides recipients with a semi-permanent, searchable record if they need to get in touch in the future. You don’t want to bog down your readers with too lengthy of a signature, so restrict yourself to just the contact methods you most use and no more than five lines of text.

You’ll also want your email signature to further your brand, so you should utilize your brand colors and typeface (or at least one that’s close). A text-only signature stands the best chance of displaying correctly through the myriad e-mail services available that your messages may be viewed through, but it could be worth including one image in your signature, even if it doesn’t always display (for instance, if the recipient has image blocking turned on.) Create a stylized but clean signature by following these dos and don’ts.

DON’T

  • Don’t make your entire signature an image.
  • Don’t use too many images, or your signature may display poorly with some email clients.
  • Don’t use too many typefaces, font sizes, colors, etc. Keep the design simple.
  • Don’t make your signature too long.

DO

  • Do include all text elements as text.
  • Do include one small logo or headshot in a spot that won’t mess up your signature if it’s blocked.
  • Do use your branding colors and font, or the Web-friendly versions.
  • Do include hyperlinks to your website and a call to action.

HOW TO ADD AN EMAIL SIGNATURE

The process of adding an email signature varies slightly depending on your email provider. Gmail is the most-used email service and it’s what we use here at Rogue Heart, so we’ll quickly cover the steps for adding a signature in Gmail and provide links to how to add signatures in other email clients.

If you use Gmail, it’s as simple as going to your Settings, which is one of the drop-down options when you click the gear button in the upper right.

email-settings

Scroll down on the General Settings page to the Signature section, where you can type your email signature. The link button and insert image button are right next to each other and circled below. Make sure you check the box for inserting the signature before quoted text, or your signature will appear at the very bottom of growing email threads. If you manage multiple email addresses from your account (see our Email Command Center blog) you can set up a different signature for each account that you can send mail from.

email-sig

To insert an image with the Insert Image button you will have to provide a URL, so the image will need to be hosted online already. You can upload the image to your own website, your preferred file sharing site, or even to your Facebook. You can right click on any image you own on the Web and select “copy image location” or “copy image URL” depending on your browser, and paste the URL in the Image URL field. Gmail gently reminds us that using images that don’t belong to us is bad manners at best, and probably copyright infringement.

image-url

If you’ve done it correctly, Gmail will show you a preview of the image.

image-url-preview

To make the image a link, highlight the image and click the Link button. You can also turn text into a link with the same method. All links will automatically open in a new tab. After you have your signature created, just save your changes and you’re good to go. Your new signature will appear at the bottom of new emails you compose.

INSTRUCTIONS FOR OTHER EMAIL CLIENTS

Outlook

Yahoo Mail

AOL Mail

Comcast Mail

FINAL THOUGHTS

Remember that your email signature can be updated easily to communicate timely messages, such as upcoming events or promotions. The ability to include hyperlinks makes it easy to create calls to action and direct people to where they can get more information. Your email signature, at the very least, should further your brand and give recipients the means to contact you. But with a little extra thought and planning, it can also be used as a creative promotional tool.

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Mallory

Written By Mallory Battista

Mallory has a bachelor’s degree in Business and over 10 years of experience in marketing, print and Web design, brand development, copywriting, and creative promotional campaign development. Whether designing Web pages, print campaigns, or a start-up’s branding identity, she connects clients with truly unique creative design and the materials and media to best garner results.