Tuesday, 3 April 2012

Setting an Email Signature [How-to]

If you send a lot of emails, and you use emails for business or some kind of organisation or you just want to better represent yourself when creating an email to people, an email signature is a good way to go about this.

An email signature is a tagline or default bottom section to an email which outlines who you are, who you work for, and ways to contact you.

Depending which email program you use there are different ways to set it up so I'll run through what a signature should look like, followed by a few client walk throughs to get you started.

How a signature should look:

Generally there are a few ways about doing this, and can depend on if you want to include a logo or not. In my example I have decided not to include a logo, but I will point out where it could be placed if you did decide to include one. Keep in mind this is just how I like a signature to look, feel free to customise in any way you wish.


Firstname Lastname
Position Title

Company or Organisation Name (can be replaced with a logo)
e: name@example.com
p: (123) 4567 8910
w: http://www.example.com/

Setting up a signature on Mail for Mac:

When you've got mail open, follow these steps.

  1. Click the word Mail, next to the Apple icon
  2. Choose preferences from the drop-down list
  3. Along the tab up the top, select signatures.
  4. Click the plus sign
  5. Type a name for your signature
  6. Type the signature in the box on the right.
  7. Tick the box that says to match the message font.
  8. Ensure that Place signature above quoted text is ticked
  9. Close the box
  10. Open a new email, and you should see your signature there.

Setting up a signature on Outlook 2010:

Open outlook, and follow these steps
  1. Open a blank email.
  2. On the message tab, in the group "include", click signature
  3. Then click Signatures...
  4. In the email signature tab, click new
  5. Type your signature in, and hit save
  6. Close the box and you should be back in your blank email
  7. Click the signature button again, and you should see your signature
  8. Click the saved name, and it will appear at the bottom of your email.

Setting up a signature on an iPhone, iPad, iPod:

Get to your home screen, then select settings.
  1. In settings flick down to Mail, Contacts, Calendars
  2. Choose this option, the scroll to Signature
  3. Choose signature, and you'll have a box where you can type your signature
  4. If you don't want a signature at all, delete any text here.
  5. If you'd like to change the default "Sent from my iPhone" then simply remove the text you don't want and type the text you do.
  6. When done, choose the back arrow, and you'll be back in settings.
  7. If you hit home, and go to the mail app, and create a new message, your signature should be automatically populated.

I hope this guide was simple enough for you, but if you were unable to get it to work, or you have a different version of one of the programs I've listed a guide for, feel free to make a comment below and I can add a guide for your version, or at least point you in the right direction :)

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