Having a meaningful email signature is a must for everybody, regardless of email types that you are sending. If you are a business person, then a well-crafted signature will tell your addressee about your standing within a particular organization and provide a glimpse at your business. If you are a freelancer, you will look more professional with a customized signature; it could help you establish trust and attract new clients. In case marketing emails are involved, a signature might be as important for maintaining contact with subscribers as email subject line.
In other words, the significance of a signature is indisputable. What you need to bear in mind, however, is that creating one for all email clients and operating systems can be a challenge. Let’s look at 4 main ways in which you can craft a universal email signature.
1. Creating a signature with HTML
This method would work well only if you are familiar with HTML (and CSS). While designing the signature might sound like a piece of cake, writing the code will be a challenge for those who have too little experience with HTML. Then, you’ll need to install the HTML code into your email client. This all seems like some work to do.
Why can’t you just write a custom signature in a word processor, then copy and paste it? Well, different email clients can format it differently on both sides, yours and your recipient’s. So if you want to have more than “Best regards” at the bottom of your correspondence, you need to have an HTML signature.
When crafting a signature with HTML, here is some advice you should follow:
- Do not use complex CSS properties
- Link to images in your code, so that they are not sent as attachments
- Use absolute URLs
- Build your signature as a table
After you are ready, save the signature as an .htm file to the Signatures folder of your desktop email client. Or copy and paste it in the Signatures tab in your email client preferences. When pasting the signature, make sure you have HTML on in the Settings.
2. Crafting a signature manually
This method involves creating a signature for each email client that you use. If you lack the HTML skills, you can type the information yourself and format it to your liking in the Signatures tab of your email client or email web service. You will have some trouble with the images though — most likely, they will be sent as attachments.
In case your signature is not that complex, it is perfectly Ok to create it manually. For example, if you start each new chunk of information (name, phone, website, LinkedIn profile link, Facebook profile link, etc.) with a new line, rather than using a table format. For more elaborate signatures, other methods would be recommended.
3. Designing an email signature with Photoshop
If you don’t get along with HTML and are thinking about a nice-looking email signature, you might consider using Photoshop or a similar image editing software. Well, you better give this idea a second thought. At least, don’t build your entire signature in the image format.
Firstly, if your signature is included as an attachment, you are risking to have it mistaken for an actual attachment or even to hit a spam filter. Secondly, not all recipients and their email clients have images enabled — as a result, your entire signature might be simply blocked.
So, if you decide to go with a handcrafted image, make sure you have all the important information (contacts and links) displayed as text.
4. Customizing an email signature with special services
All the shortcomings of the previous three options make this one look like the best possible solution. You can simply build a customized email signature using a signature generating service. Unlike HTML and Photoshop, they are easy to use. Normally, you only need to fill in an online form and click a button to generate a downloadable HTML version.
Here is a quick instruction on how to use a signature service as in the case of NEWOLDSTAMP. Firstly, take a look at the best email signature examples and choose the signature you find the most appealing. You will be able to use the template or generate a custom signature of your own right on the website. Once you are done, just choose your email client — and you are ready to download and install your brand new signature.
There might be a variety of reasons why you require a nicely-looking email signature. The most important thing is, you definitely need one. Crafting a custom signature can be a real quest, especially for those who are not familiar with HTML. Creating it manually for every email client might be not the most efficient option as well, and designing an image signature with Photoshop may result in a disaster. That leaves us with signature generating services — thanks to them anyone can create a vivid signature with almost no effort.