If you want to work on your brand you need to add an email signature to your everyday email correspondence. Not only will you be improving your branding process but your emails will look professional too.
Email signatures are generally used to display the sender’s name and contact information at the end of an email. Sometimes they are used to give website links or display social accounts like Facebook, Twitter, Google, etc.
No matter what you wish to your signature to display, it is much easier if this content is automatically added to the end of every email. That is far better than having to add it manually for each email.
Email signatures are your digital business card, and your chance to create a good first impression. A poorly designed email signature can make your business look unprofessional.
Creating a professional email signature is not too difficult, and if the design is not too ambitious, you could do it yourself.
The right approach when creating email signature:
- Don’t use too many different colors or too much graphics
- Don’t include too many characters
- The best way to add a signature to your email is by creating an HTML signature with links
- Use formal fonts
- Use links to only those social media accounts that you are active at as a professional
- Be clean and concise
How to Add Images to Email Signature?
Your email signature is the only branded item that doesn’t require your logo. Instead, you can simply use your business name.
But if you want to add your logo, social media icons, accreditation, etc, to your email signature, remember that images shouldn’t be embedded, and not every client will be able to see them.
Instead, they should be uploaded onto your server and linked from your email signature. To do this, upload the images to your site and add them to your signature as you would do with any other page or post in WordPress.
Your image code should look something like this: <img src=”http://www.yourdomain.com/wp-content/uploads/images.gif”/>
There are few things that you can do to optimise your images for email signatures. Always use alt text behind your images. This prevents that recipient doesn’t see a blank box if your image is blocked by their email client.
Prevent image borders by setting the border attribute to “none” (IE automatically adds an ugly blue border to any linked image). Also be sure to prevent images appearing as attachments by using “nosend” attribute.
Your final code should look like something like this: <img src=”http://www.yourdomain.com/yourimage.gif” nosend=”1″ border=”none” width=”21″ height=”17″ alt=”Like us on Twitter”>
WordPress automatically removes <br/> and the “nosend” attribute, so this has to be added directly in your email client signature settings.
Once you have created your email signature, select the code and paste it into your email client under Signatures.
When you have installed your email signature, test it with as many email clients and devices as you can, especially if you use HTML.
Using email signature generator service or tool may be the best way so that you don’t have to fuss with HTML.
There are many free available with ready-made templates. You just insert information and copy/paste code to cPanel webmail, Gmail or another email client.
How to Add Email Signature in cPanel?
cPanel comes with webmail option. You can create an email account, create autoresponders, forward email and many more. You access mail from inside your website hosting cPanel under Mail > Webmail.
If you don’t have Webmail option under Mail options, then go to Email Accounts. Then you will be able to see all your email accounts. If you don’t see any email accounts then you didn’t create any.
To be able to see your email and access your email account (if you have created any), click More next to wanted email and then click Access Webmail.
NOTE: This step is only if you don’t have Webmail option under Mail section in cPanel.
Clicking the icon will bring you to the login screen where you have the option to access Webmail using Horde, RoundCube or SquirrelMail.
They may look different but they all have the same core features like email forwarding, replying, address book, folders, junk, spam, etc. Pick the Webmail application you prefer the most.
How to Add Email Signature in Horde?
1. Log into Horde webmail interface (click on Horde) and then hover over gear icon in the upper bar of the screen.
2. Then hover over Preferences in the drop-down menu and click on Mail section.
3. Then select Personal Information option.
4. Once in, scroll the page down and you will see Your Signature field, where you are able to create your signature for outgoing emails.
Just under Your Signature field, there is another field which allows you to create an email signature using HTML editor.
When you finish your signature, click Save at the bottom of the page. That is it.
How to Add Email Signature in SquirrelMail?
Log in to SquirrelMail webmail interface (click). You will see the signature option. If not click Options and then Personal Information.
Make sure you have checked Use Signature option located under Signature Options menu at the bottom of the page. After you have created your signature, click on Submit in the lower right corner.
How to Add Email Signature in Roundcube?
Go to your Webmail dashboard and choose the RoundCube option. From the RoundCube dashboard, click on the Settings option in the upper right corner of the screen.
This brings you to the RoundCube Settings screen. Locate and click on the Identities tab. When on Identities tab find and click on the desired identity.
Clicking on the identity brings up new options on the right-hand panel. If you wish to use HTML in your signature, simply click the HTML Signature checkbox. This will allow special formatting.
When you click on the HTML Signature button, the editing interface will change. You will see a toolbar appear. In order to add an image, link, or other HTML-based commands, you need to click on the button in the toolbar labeled HTML.
Any image that you use in the signature must be accessible through the internet, or it will not work (check what I wrote at the start of this post).
Enter your desired custom signature in the Signature field. Once entered, click on the Save button located underneath the tabs.
How to Add Email Signature in Gmail?
If you have many emails set up forwarding to one Gmail account so you can easily track them and respond from one place, then you can add a signature to Gmail.
In Gmail, setting up a signature for your emails is simple:
- Click the Settings gear in your Gmail toolbar.
- Select Settings from the menu that will appear.
- Go to General.
- Make sure the desired account is selected under Signature.
- Here, you can also disable Gmail email signatures altogether.
- Type the desired signature in the text field.
- You do not have to include the signature delimiter. Gmail inserts it automatically.
- To add formatting or an image, use the formatting bar.
- Click Save Changes.
Gmail will now insert the signature automatically when you compose a message. You can edit or remove it before clicking Send.
To have Gmail insert your signature right after your message and above the original message in replies make sure Insert this signature before quoted text in replies and remove the “–” line that precedes it is checked for the desired signature.
Creating Email Signature Final Words
After you have collected emails you need to leave a lasting impression. Doing it at the end of an email is even harder. An email signature consists of a few lines of text placed at the bottom of all outgoing mail.
It can contain your name, website, company, phone number, or even latest posts or quotes. You can use this to share essential contact information and advertise both yourself and your business.
A strong email signature is attention-getting but professional. It’s not flashy, but it’s not boring either. From methods above you can see that it is not hard to add a signature to your cPanel, Gmail or any other email service.
It is also far easier if you use one of many available email signature generators. If you have any other method or email signature tool which you would like to recommend, let me know in comments below.
DISCLOSURE: Posts may contain affiliate links. If you buy something through one of those links, I might get a small commission, without any extra cost to you. Read more about it here.