How to Create an Email Signature in 2024: The Ultimate Guide

How to Create an Email Signature in 2024: The Ultimate Guide

Think of email signatures as the business cards of the 21st century. They're not just for introductions; they're for making sure people can find you later when they need to. In the realm of digital communications, a well-crafted email signature is a hallmark of professionalism and good etiquette.?

If that's what you're looking for, keep reading to learn how to create the perfect email signature in 2024 and make sure you're remembered for all the right reasons.

Importance of Email Signatures

Still not convinced you need an email signature? Let's break down the importance of this simple addition.?

When people see your signature at the bottom of your email, they immediately know who they're communicating with. It prominently displays your name, job title, and a brief description of your role, giving email recipients a clear understanding of your professional capabilities.

Email Signature Statistics: A Closer Look at Email Signatures in 2023

Including details such as your preferred methods for closing deals can also communicate your business style directly through the signature.

It also doesn't hurt to include your phone or WhatsApp number. If clients appreciate your work style or find frequent communication necessary, having your contact information readily available encourages them to reach out whenever needed, fostering ongoing relationships without the hassle of repeatedly requesting your information.

Plus, an email signature is the perfect place to promote special offers or upcoming events, subtly driving sales and engaging more leads each time you hit "Send."?

Note that it's usually easier to design a decent individual or company branded email signature with the help of dedicated tools. For example, you can use MySignature if you need a reliable signature generator focused on individual users, entrepreneurs, influencers, and freelancers. Just a few clicks, and you have your new signature ready!

Newoldstamp is another great feature-rich yet budget-friendly option we recommend for building an impactful signature. This generator works best for medium and large businesses that need multiple signatures.?

Elements to Include in an Email Signature

What you include in your email signature depends on your goals and situation. You'll usually want to have your name, job title, and contact details.

The MySignature survey results indicated that, alongside essential components of an email signature like name, company name, website, and phone number, users often include other significant elements. For instance, 75.8% of users also add social media links.

Email Signature Statistics: A Closer Look at Email Signatures in 2023

Adding links to your website and social media profiles is a good idea, too. Also, think about whether you might need different signatures for different situations.

Design Tips for Email Signatures

Once you know what information to add, you are ready to create a signature. Here are a few important tips before you get started.

Tip 1. Keep it simple

A clean and simple email signature is more effective. Limit it to 3-4 lines and keep the size to about 300 x 600 pixels. While company logos and images can enhance your signature, make sure they are small and do not overshadow the text. These visual elements should build trust and welcome your recipients without distracting them.

Tip 2. Be consistent

Consistency in your signature helps establish your brand and build trust. Every email is an opportunity to reinforce your company's image, so a consistent signature across your organization can subtly promote your services and enhance your professionalism. The strong hierarchy of information is crucial; start with your name, followed by your position, and then your contact information and social media lin

Tip 3. Use a soft color palette

Take a minimalist approach by choosing a soft color palette that matches your brand. This will not only make the signature easy to read but also pleasant to look at. Use two to three colors at most, making sure they complement each other and enhance legibility. Dark fonts on light backgrounds are best for visibility.

Tip 4. Add social media icons

Linking your social media accounts through icons in your email signature can drive traffic to your other platforms and provide a more complete picture of your professional presence. Only include icons for platforms you are active on, and make sure they match the overall design of your signature.

Tip 5. Add an eye-catching CTA

A well-placed call-to-action (CTA) in your email signature can turn passive readers into active visitors or customers. Position your CTA at the bottom of your signature, use compelling action words, and clearly state the benefit. For example, "Get 10% off your next purchase" or "Subscribe to our newsletter." Keep your CTAs concise and direct for maximum effectiveness.

Creating an email signature – Gmail

How to make an email signature in Gmail? Click the gear icon on the Gmail toolbar and select Settings from the drop-down menu. This will bring up the General tab. Scroll down until you see the Email Signature section, where you can start creating your signature. If you have multiple accounts, Gmail will let you choose which account to set the signature for.

In the signature editor, you can add text, images, links, and even a scanned image of your handwritten signature. If you decide not to use a Gmail signature, just select "No Signature" and save your changes.

Creating an email signature – Outlook

If you prefer Outlook for your email communication, adding a signature is also possible. There are a few different ways to do that, depending on whether you're using Outlook on the web, on the desktop, or on a mobile phone. Here's how to navigate through each method:

Outlook.com (web version):

1. Access Settings: Log in, click the gear icon at the top right, and select "View all Outlook settings."
2. Navigate to Signature: Go to "Mail" > "Compose and Reply."
3. Design Your Signature: In the "Email signature" box, type your desired details such as name, job title, essential contacts, and any social links. Customize the format by adding images or changing the font and colors.
4. Save: Scroll down and click "Save" to apply your signature to new emails.

Outlook Desktop App:

1. Open Signature Settings: Open Outlook, click on "File" > "Options" > "Mail" and then click on "Signatures."
2. Create and Customize: Click "New" to create a new signature. Customize it by adding text, logos, and hyperlinks. Adjust the font, size, and colors to fit your brand.
3. Finalize and Apply: Once you're satisfied, click "OK" to save. Set your new signature as the default for outgoing emails.

Outlook Mobile App:

1. Open the App Settings: Tap the menu (Outlook icon or gear icon) and go to the settings.
2. Edit Signature: Select your account and find the "Signature" setting.
3. Enter and Save: Type your signature and adjust it as needed. Tap "Save" or "Done" to finalize.

Use Email Signature Generator Tool

While email platforms like Yahoo Mail, Apple Mail, Gmail, Outlook, and others allow you to add basic email signatures, using an email signature generator can take your signature to the next level. These generators usually provide a wide range of templates that you can customize with your personal information, logos, social media links, and more.

Creating a signature with these tools is simple:

1. Select a template: Choose a design that matches your style or brand.
2. Customize: Add your information, such as name, job title, and contact details. You can also upload images and choose fonts and color palettes.
3. Insert into your email: The generator will give you a code or snippet of text to add to your email settings.

If you're not sure where to start, we recommend these tools to create your new email signature:

MySignature

MySignature is one of the best free email signature generators available. It's especially great for individual users like freelancers, entrepreneurs, and influencers. You can choose from stylish signature templates that include all the key elements needed for an impactful email signature.

The best part? With the help of this tool, you can not only create a professional signature in minutes, but also find out who is reading your email messages and clicking your website or social media links. It's really beneficial because you can use these insights to send better follow-ups and cold email campaigns.

Newoldstamp?

Newoldstamp online editor is ideal for medium and large businesses because it provides the ability to manage all business email signatures from one dashboard. This means you can design and manage multiple signatures for every person in the entire organization with ease.

You can also benefit from advanced features such as banner campaigns, analytics, and more. Newoldstamp offers a wide range of fully customizable templates for you to choose from, including minimalist designs. It also integrates seamlessly with Google Workspace, Exchange, and Office 365. So, if you want to create a custom email signature for your business, give Newoldstamp a try!?

Examples of Creative and Effective Email Signatures

Well, you have already received many valuable tips on how to create a professional email signature. Fortunately, you don't need to have strong coding and design skills these days. Just use the modern tools we have shown you. And, of course, use the examples for inspiration before you get started.

Troubleshooting Common Issues with Email Signatures

When you create signatures, you may encounter some problems. Here are some of the most common ones, along with solutions.

Why does my signature not appear?

Sometimes the signature you created does not appear at the bottom of your emails.

Solution: Check that the signature is selected as the default in your email settings. Make sure you have selected to include the signature for both new emails and replies/forwards.

Why is my signature blurry?

The images in your signature can be blurry, especially when you view them on a mobile device or on a newer laptop or desktop device that has display scaling turned on.

Solution: First of all, check your image resolution. It should be 3x higher than what your HTML <img> height and width attributes are set to. So, if your <img> height and width are set to "120," your image resolution should be 360 x 360 pixels.?

Also note that your image resolution should be set to 72 DPI. If you use older versions of Outlook (2016 and earlier), your image resolution should be set to 96 DPI.

Why are images missing in email replies on iPhone or iPad?

When you reply to an email using the Mail app on your iPhone or iPad, you may find that images in your signature are not included in the reply. Instead of the image, you see only the filename (for example, filename.png).

Solution: To ensure that images are included in your email replies, change a setting on your device:

1. Open the Settings app.
2. Scroll down and tap Mail.
3. Select Include Attachments with Replies.
4. Select Always.

After you change this setting, your pictures and other attachments will automatically appear in all of your email replies.

Why does the signature font look different on a Mac?

This usually happens because the font is not installed in your Mac's Font Book.

Solution: Follow these steps for a consistent font type:

1. On your Mac, open Font Book. You can find it in your Applications folder, or quickly access it by pressing Command + Spacebar and typing "Font Book."
2. In Font Book, use the search bar to look for the font by entering its name.
3. Check if the font appears in the "All Fonts" list. If it's missing or replaced by another font in the same family, you'll need to install the correct font. Refer to the guide on how to install and validate fonts in Font Book on Mac for detailed instructions.

Why is the email with my new signature marked as spam?

If you just installed a new HTML email signature and sent your first email, but the recipient didn't receive it, don't rush to get rid of the signature. While it's easy to suspect the new so-called digital business card, it's often not the cause. Spam filters weigh various elements of an email to determine its "spamminess," and most problems arise from the content of the email itself, not the signature.

Solution: To avoid future problems, maintain a healthy balance of text and images, limit the number of links, and make sure the signature follows best practices . Test different elements of your signature by sending emails to multiple recipients to see how different spam filters react. Adjusting these factors can help ensure that your emails consistently reach their intended inboxes.