Step 1 – select ‘tools’ from the top menu (or press ALT+T then ‘o’)
Step 2 – select the ‘mail format’ tab from the dialogue window then select ‘signatures’
Step 3 – click new to create a new signature and give it a name – you may need two so it might be a good idea to call one something along the lines of ‘new email sig’ and the other one ‘email reply sig’
Step 4 – create your signature then press ‘save’ (tips on how to create your new signature below). Go back to step 3 to create your reply signature then press save again. You should now have 2 signatures in the left-hand ‘select’ box
Step 5 – select the email account you’d like to apply the new signature to from the top-right drop-down menu.
Step 6 – from the second drop-down menu, choose the signature you’d like to apply to new emails
Step 7 – from the third drop-down menu, choose the signature you’d like to apply to reply emails
This procedure can be repeated for multiple email accounts on the same client
Email signature etiquette and tips for creating an effective email signature
Firstly, Email signatures are similar to a business card in the ways that they are personal and provide your contact information. Sending an introductory email to someone should give them the information they need to get in touch with you or your company. Not everyone prefers to email so you should provide all your primary contact details.
Secondly, there is an intuitive order to the information presented in your signature. For example, people expect to be able to find your phone number in the ‘usual’ place.
Thirdly, include as few links as possible. Emails with many links may be viewed as spam by many spam filters to keep them to a minimum. You company website address needs to be there but that should be about it!
The first block of included information should be your name, your company and your position within the company.
After that, include your contact details and website address
Use the standard email signature delimiter to differentiate between everything you’d like to be included if the email is printed and the less important stuff, such as, the disclaimer. This is two dashes followed by a space i.e. ‘– ’
The signature in a ‘first’ email (as opposed to a reply) give you the opportunity to create a non-intrusive area at the bottom of your message to display anything you’d like to tell people about so it’s acceptable to use this area for, for example, Twitter, Facebook, affiliation badges or award logos
Reply email signatures should be concise to avoid interfering with the dialogue
The CAN-SPAM act dictates you should include your physical address in commercial emails which is also a good idea anyway to avoid creating suspicion about the validity of your email
Follow this with a standard disclaimer if required
Here is an example of a good email signature format:
Your job title
<< break >>
Your landline number (or general office number)
Your mobile number (if required)
Your website address
<< Email delimiter >>
Extra information including disclaimer