Just as in real life, people like signing their email messages with virtual signatures. In most mail processing applications, there are actually options that will allow you to automate your signatures so that each message you receive or reply to will automatically have your signature in it. An email auto signature is a great way for you to showcase your personality or to make your emails look more professional by using business signatures. Here’s how.
- Find the auto signature. Look for the Auto Signature function in the mail management program that you are using. For example, if you are using Microsoft Outlook, the Auto Signature function can be found on the Mail Set Up tab. in the tab, you will see a section called the Mail Format. Choose the format so that you will be able to select the Signatures Options. If you are using other mailing applications, you can check the manufacturer’s website. Check the Frequently Asked Questions page to see where the Auto Signature function in your application is found.
- Making a New Signature. In the Auto Signature tab, select the “New” button so that you can create a new signature. In the signature, you can edit the visual appearance of the signature, such as the fonts that you can use for your signature, the size of the font, the color of the signature, and other formatting details.
- Formatting your signature. How you present your signature depends on how you will use it. For the usual personal emails, you can create a casual signature that will automatically be attached to your email messages. You can even add a short note, such as “Take Care,” or “Regards.” For business messages, on the other hand, you will need to create another signature that will make use of more elegant and sophisticated fonts, and which will include your business name, contact details, business address, and even your company logo if the program you use allows it.
- Choosing when to use the signature. Next, select how you want the signature to be used. There are some programs that will automatically attach the signature, but you can also specify the instances when you want the program to attach the signatures. For example, you can choose the signatures to be attached only to email messages that you have composed yourself, or email messages that you are replying to. You can also enable an option that will ask you what type of signature to use, if you have more than one signature template being used.
Make sure that you limit the information that is present in your signature. For example, you personal address and contact details should not be included in the email address, especially if you send emails to a large mailing list of people that you do not necessarily know firsthand. Also make sure to double check your signature before saving the template. The last thing you want is to realize that your name was spelled wrong in the auto signature that goes with every email you make.