How to create an email signature in Outlook, Gmail and Tuta Mail
When writing an important email, it is suitable and looks professional to add a personalized email signature after your sign-off in order to quickly show your recipients your most important (contact) information. This guide shows you how you can set up an email signature in Outlook, Gmail and Tuta Mail in web, desktop and on iPhone and Android.
How to create an email signature in quick steps:
How to set up an email signature in Outlook:
- Go to Settings → Select Accounts → Signatures
- Personalize your signature
- Don’t forget to Save your newly created email signature
How to set up an email signature in Gmail:
- Go to Settings → See all Settings
- Under the section of Signature you can create a signature by clicking on Create new
- You can then choose a signature name and customize your signature
How to set up an email signature in Tuta Mail:
- Go to Settings and then to the header Email
- Click on the edit icon next to Email signature
- Customize your email signature by typing in your signature in the pop up
What is an email signature?
Before we begin to explain how you can create an email signature, it might be good to first establish what an email signature even is. An email signature can be best described as a digital business card at the end of your sign-off or email ending. This means, that an email signature is an element, this can be for exmaple a block of text providing additional information or an image, that is automatically added at the bottom of the emails you send. Thereby, an email signature can act like a reflection of your person and/or your business or company.
Key elements in an email signature
There are some key elements that should be included when writing your email signature which are the following:
• Full name – to clarify your identity
• Basic contact information, like business phone number and email address – to establish credibility
• Job title at your company/ business – to let recipients know what you do at your company
• Company name and details, including company logo for example
You can also include:
• Link to website
• Link to social media accounts
• Call-to-Actions → Marketing tools that can help to increase your business
Why should I use an email signature?
There are several reasons why you should set up an email signature in your email account. One of these includes, as mentioned before, that an email signature helps you to show your most important (contact) information with one quick glance. By including all your relevant contact information, you can simplify the process of people contacting you and your business/ company.
Another advantage of creating an email signature in your email account is that, as mentioned before, it makes your emails look professional as it shows that you have taken time to set up your email account to look properly. If you’d like to take your email professionalism up a notch we’d also recommend using alias email address and a custom domain.
What to do and what not to do in email signatures?
Adding an email signature to your email serves multiple purposes and also some advantages, however, like email writing etiquette, there is also sort of etiquette one should follow when creating an email signature. First of all, it is important that you check that the information you provide in your email signature is up to date and correct. Thus, you better double-check when creating your email signature. Of course, the same applies to any links you provide in your email signature. Therefore, make sure your links are working! Because having incorrect or failing links in your email signature do not help your reputation.
Creating an email signature that is text-only can appear quite boring for your recipients and might not catch anyone’s attention. Thus, it can be advisable to include some visual elements in your email signature such as your company’s logo for example.
When creating your email signature you should avoid including unimportant and too much information into your signature. Overfilling your email signature can look unprofessional and might confuse your recipients. Hence, make sure to only include necessary and important information in your email signature. This also includes unnecessary messages such as “sent from my iPhone” for example.
How can I add an email signature in Outlook?
How to set up an email signature in Outlook. Screenshot: Outlook account.
If you want to add an email signature to your Outlook account to let everyone know all your important information you can do this by following these steps: Firstly, you need to go to Settings and then select Accounts and click Signatures. You then have the possibility to personalize your signature.
**Important: Do not forget to click Save after personalizing your email signature so your newly created email signature does not get lost.
Related: More secure alternative to Outlook.
How can I add an email signature in Gmail?
How to set up automatic reply in Gmail. Screenshot: Gmail account.
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When you want to create an email signature in Gmail, you can do so by following these easy steps: First of all, you need to log into your Gmail account and go to Settings, which you can find in the top right corner, and then click See all Settings. If you have clicked on that, a new pop up with an overview of all settings will appear. Under the section called Signature you are able to create your own email signature by clicking on Create new. Now you can choose a signature name to label the email signature you are about to create and customize the text for your email signature.
How can I add an email signature in Tuta Mail?
How to set up an email signature in Tuta Mail. Screenshot. Tuta Mail.
If you use Tuta Mail adding an email signature is as easy as sending an encrypted email!
Add an email signature to your Tuta Mail by following these few steps: First of all, you need to log into your Tuta Mail account and then go to Settings and then to the segment Email. In this segment you can find all the information regarding your email settings. Under the heading Sending emails you can then find your settings for your Email signature. Now you need to click on the edit pencil icon, which is right to the heading, and then you can edit your email signature. If you click on the icon, a pop-up will appear with the possibility to add your personalized email signatures information. You can select email signatures from default, custom and none
Final thoughts
It is advisable to create an email signature for your email as it makes your business emails look professional. Simply put, email signatures can be best compared to a digital business card at the end of your email. Therefore, it is also important to follow some kind of ‘etiquette’ in your email signature as there are some do’s and don’t of what to include. In the end, having a nice email signature can help you to improve your business.
