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Do you use great email signatures?

Last updated by Kaique Biancatti on 08 Jul 2020 07:03 am (11 months ago) See History

Email signatures are a great way of adding some advertising and branding. You should always use a nice email signature for external emails . Internally, you shouldn't use any or just use a short one (just your name or initials).

Full 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
  • 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?)
  • Your company website link (e.g. www.ssw.com.au/)
  • Your work-related social media and blog link
  • Your position
  • Your location (city/country) where you are based

Mobile signature are not easily customized so they can be simpler.

Mobile Signature

Use the "mobile signature" when sending emails from your phone.

Get Outlook for Android

Figure: Bad example - This default signature sucks

Thanks, Adam www.ssw.com.au | +61 4 1985 1995

Figure: Good example – Add your name, URL and your phone number

PC Long Signature

Use the complete "long signature" when sending a new email or appointment to a client.

This is created in HTML and goes well on emails with Word used as the email editor. Include some product advertising, like what's new on your monthly newsletter. It should have the company colors.

outlook signature
Figure: A great long signature for PC

However, you shouldn't use your long signature on every sent email. It's recommended to have a simpler version for internal emails and appointments:

PC Short Signature

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: You can see Ulysses using this rule in practice, along with other best practices, on this short demonstration video.

More Information

How to set it up in Outlook

  1. Open Microsoft Outlook and go File | Options
  2. Click the "Mail" tab as seen below
  3. Click on "Signatures..." and add in your signatures

Outlook2013 signature
Figure: How to add a signature in Outlook

How to set it up in OWA

  1. Open OWA (e.g. http://mail.northwind.com/owa)
  2. Click "Options" on the top right side.
  3. Go Settings | Mail and make following changes:

owa signatures
Figure: Add your 'Email Signature' and save

How to set it up in Office 365

  1. Open Outlook in Office 365 (http://outlook.office.com/mail/inbox)
  2. Click the "Settings" cog on the top right corner of the Window
  3. Click on “View all Outlook settings” at the bottom of the Settings panel

outlook settings signature
Figure: Where to find "View all Outlook settings"

  1. In the "Settings" window that pops up, go to: Mail | Compose and reply.
  2. Add your email signature and click "Save"

Warning: Unfortunately you need to setup up your signature in Outlook and OWA. There is no way to share this.

SSW Only: You can automatically have your Outlook signature changed on sign-in via a script. See https://github.com/SSWConsulting/LoginScript.

Adam CoganAdam Cogan
Tiago AraujoTiago Araujo
Ulysses MaclarenUlysses Maclaren
Rebecca LiuRebecca Liu

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