How to set up Email signatures

An email signature is the perfect opportunity to brand every message you send, but how do you set them up?

Firstly, ensure you are using domain name emails and not @hotmail or @gmail as these are used for personal use and not very often used for business email addresses.

A domain is around £10per year, per domain, emails are usually only a few pounds per month – there really is no logical reason to not be using a professional email address when these days setting up a professional email address is so easily accessible.

Once you have your new email set up this can be integrated and used with many email software providers available to you.

An email signature establishes and reinforces your brand, the company and often provides more opportunities for contact, eg the website address, logo etc.

I am not sure about you, but we send over 50 emails a day, each! Around one third of the emails we send are to new enquiries, a professional email signature will potentially go a long way to reflect our company’s ethos and credibility. When a signature is designed well, it easily promotes your brand in a positive and professional manner.

You can create brand recognition throughout all your employees and consistency is key when it comes to branding and communication.

In this ever-growing digital world, an email signature will often be considered as essential for all effective online communication.

Social media has grown in popularity over the years. However, it provides no real way of providing a consistent message with any clear branding.  Alternatively, an email signature can, and is a powerful tool for establishing a corporate identity and marketing your brand – it is considered one of the first basic steps when starting up your own business.

Do not overcomplicate things, honestly, email signatures really don’t have to be complicated or something that you overthink or worry about. Keep it simple, concise, clean and professional and above all else easy to read on all devices.

How do you set up an email signature?

This is a pretty difficult question to answer – it totally depends on the software you are using for your company emails.

Just like different mobile phones work in different ways with different settings for each individual phone, the same goes for email programs. There is no blanket instruction manual that we could provide that would make it magically happen – if only we could!

Rather than reinvent the wheel, there are already some incredibly useful tutorials out there for some of the most popular used email programs, we have listed them below.

Creating an Email Signature in RoundCube (this is our default webmail software) –

How to Insert a Signature in Gmail –

Create and use email signatures in Mail on Mac –

How to Use Email Signatures in Outlook for Mac –

Create your signature and choose when Outlook adds a signature to your messages –

Office 365 Email Signatures –

These tutorials are just some of the most used or asked for email platforms, if you need advice on any other platform please do let us know.

Most of the above can be followed anytime and most of them are free however, if you feel you would like us to implement the signature for you, we can do this at a reduced remote support fee of £30+vat, just contact us anytime on 01793 210045