Email signatures are great when they:
- Have a little branding and advertising (can be a tagline or company news), so people know instantly who it is from
- Include your phone number (in international format - it's important to add the country code so people from all around the world can easily add you to their contacts - as per Do you know the right format to show phone numbers? )
- Include the company website link
- Include work-related social media and blog link
- Include your position
- Include your location (city/country) where you are based
Use the complete "long signature" when sending a new email to a client.
This is created in HTML and goes well on emails with Word used as the email editor. Include some product advertising and rotate on a monthly basis to coincide with what's on your homepage and monthly newsletter. It should have the com pany colors somewhere.
However, you shouldn't use your long signature on every sent email. It's recommended to have simpler versions of it for different cases:
- Figure: A great long signature
Use the "short signature" when replying to a client's email.
It just includes your name, phone number and URL.
Use the "mobile signature" when using you iPhone/Windows Phone/Android.
When you send emails via mobile, always include the "Sent from my iPhone/BlackBerry/Mobile Device" signature.
This means the recipient of the email knows you are writing on the fly and won't be as upset if you make little spelling mistakes or use acronyms.
- Figure: Let people know you are using a mobile device. You hope they will be more forgiving of minor typo's or acronyms.
Use a really short signature (your first name or initials) or no signature at all in internal emails as people already know who you are.
Note #1: Use the short signature as your default in Outlook Web Access.
Note #2: You can see Ulysses using this rule in practice, along with other best practices, on this short demonstration video.
How to set it up in Outlook
- Open Microsoft Outlook and go File | Options
- Click the "Mail" tab as seen below
- Click on "Signatures..." and add in your signatures
- Figure: How to add a signature in Outlook
How to set it up in OWA
- Open OWA (e.g. http://mail.northwind.com/owa)
- Click "Options" on the top right side.
- Go Settings | Mail and make following changes:
- Figure: Add your 'E-Mail Signature' and save
Warning: Unfortunately you need to setup up your signature in Outlook and OWA. There is no way to share this.
Tip: You can automatically have your Outlook signature changed on sign-in via a script. See https://github.com/SSWConsulting/LoginScript.