How to Change Your Email Signature

Edited 2 weeks ago by ExtremeHow Editorial Team

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Updating your email signature is a simple but effective way to make your email communications look professional. A well-crafted email signature provides essential contact information, promotes your business, and can make your emails look more polished. Below is a comprehensive guide on how to change your email signature in various email clients, including Outlook, Gmail, Apple Mail, and Yahoo Mail.

Why change your email signature?

Before we dive into the technical steps, it's important to understand why having an updated email signature is important:

• Professionalism: The signature gives your email a formal touch.
• Branding: This represents your brand through elements such as the logo and tagline.
• Contact information: This provides recipients with alternative ways to contact you.
• Consistency: A standardized signature ensures consistency across all communications.

Components of a good email signature

A good email signature typically includes several elements:

• Name: Your full name.
• Job title: Your position in the company.
• Company name: Name of the company.
• Contact information: Email address, phone number, office address.
• Social media links: Links to business social media accounts, such as LinkedIn.
• Logo and branding: Company logo or tagline.

Changing your email signature in different email clients

1. Outlook

Follow these steps to update your email signature in Outlook:

For Outlook 2019, 2016, and Office 365

1. Open Outlook and go to "File" > "Options."
2. Select "Mail" from the left-hand menu.
3. Click "Signature..."
4. Click "New" to create a new signature or select an existing signature to edit it.
5. In the "Edit Signature" box, type and format your signature. Use the toolbar to add elements such as images and links.
6. Set your new signature to display on new messages and/or replies and forwards using the drop-down menu.
7. Click OK to save your changes.

Example of an HTML signature for Outlook

<p> <strong>John Doe</strong><br> Sales Manager<br> <a href="http://www.example.com">Example Company</a><br> Phone: <a href="tel:+123456789">+1 234 567 890</a><br> <a href="mailto:john.doe@example.com">john.doe@example.com</a><br> <a href="http://www.linkedin.com/in/johndoe">LinkedIn</a><br> </p>

2. Gmail

Follow these steps to update your email signature in Gmail:

1. Log in to your Gmail account.
2. Click the gear icon in the upper-right corner and select “See all settings.”
3. Go to the "General" tab.
4. Scroll down to the "Signature" section.
5. Click "Create New" to add a new signature or click an existing signature to edit it.
6. Type and format your signature in the text box. Use the toolbar to add images and links.
7. Use the drop-down menu to choose when the signature should be used: for new emails, for replies/forwards, or for both.
8. Scroll down and click “Save Changes.”

Example of HTML signature for Gmail

<p> <strong>Jane Smith</strong><br> Marketing Director<br> <a href="http://www.samplecompany.com">Sample Company</a><br> Phone: <a href="tel:+1987654321">+1 987 654 321</a><br> <a href="mailto:jane.smith@samplecompany.com">jane.smith@samplecompany.com</a><br> <a href="http://www.twitter.com/janesmith">Twitter</a><br> </p>

3. Apple Mail

Follow these steps to update your email signature in Apple Mail:

1. Open Apple Mail and go to "Mail" > "Preferences."
2. Select the "Signature" tab.
3. Select the email account for which you want to create or edit a signature.
4. Click the "+" button to add a new signature or select an existing signature to edit it.
5. Type and format your signature in the right pane.
6. To set this signature as the default for new emails or replies/forwards, select it from the “Choose signature” drop-down menu.
7. Close the Preferences window to save your changes.

Example of an HTML signature for Apple Mail

<p> <strong>Emily Johnson</strong><br> Chief Technical Officer<br> <a href="http://www.techworld.com">Tech World</a><br> Phone: <a href="tel:+10987654321">+1 098 765 4321</a><br> <a href="mailto:emily.johnson@techworld.com">emily.johnson@techworld.com</a><br> <a href="http://www.linkedin.com/in/emilyjohnson">LinkedIn</a><br> </p>

4. Yahoo Mail

Follow these steps to update your email signature in Yahoo Mail:

1. Log in to your Yahoo Mail account.
2. Click the gear icon in the upper-right corner and select “More Settings.”
3. Select "Compose an Email" from the menu on the left.
4. Toggle the "Signature" switch to turn it on.
5. Type and format your signature in the text box provided.
6. Click "Save" to apply your changes.

Example of an HTML signature for Yahoo! Mail

<p> <strong>Michael Brown</strong><br> Financial Advisor<br> <a href="http://www.financepros.com">Finance Pros</a><br> Phone: <a href="tel:+11122334455">+1 112 233 4455</a><br> <a href="mailto:michael.brown@financepros.com">michael.brown@financepros.com</a><br> <a href="http://www.facebook.com/michaelbrown">Facebook</a><br> </p>

Tips for creating an effective email signature

Here are some tips to help you craft an effective and professional email signature:

• Keep it simple: Avoid putting too much information in your signature.
• Use consistent fonts: Use one or two fonts to keep your signature clean and professional.
• Include the required information: Make sure your full name, job title, and contact information are included.
• Add a professional touch: Include a company logo or your social media links.
• Test it: Send yourself a test email to make sure everything works as expected.
• Keep it updated: Make sure your signature reflects your latest contact information and job title.

Conclusion

Changing your email signature is a small but effective way to improve your email communications. Whether you use Outlook, Gmail, Apple Mail or Yahoo Mail, updating your signature is a straightforward process. By following the steps in this guide and keeping in mind the components and tips for a good signature, you can ensure that your email signature is both professional and effective.

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