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How do I create a signature block?



How do I create a signature block?


A good first impression is important. We're all inundated with emails every day from friends, family members, colleagues, and acquaintances—and we want our emails to come across as friendly and approachable. Email signatures are the perfect place to start that "friendship" vibe. And yes, even if you don't use an email signature, it's still polite etiquette to have one anyway.

We've got some tips on how to go about creating your own custom email signature so that when people see your name at the bottom of their message they'll think, "Oh! That person!" Here's what you should include in your signature.

How do you make a signature block?

Signature blocks can be created using many different tools, including Microsoft Office products like Excel, PowerPoint, and Word. You could also take advantage of popular third-party services such as MailChimp (which costs $20 per month) and Constant Contact ($10/month). Or you may choose to design your own template via Google Docs.

The easiest way to get started is by choosing the Signature option when composing new emails in Microsoft Word. This will open up a separate document where you can type out your entire signature. Then simply copy everything over to your outgoing messages. If you prefer not to write your email yourself but instead fill in information provided by other recipients, select More Options at the top of the page. From there, scroll down until you find Signatures & Formatting. Select Edit Block then click Add New Item. A pop-up window will appear displaying several prewritten templates. Simply select whatever works best for you.

How do I create a signature block in Word?

Once you’ve chosen the right template, just follow these steps below:

1.) Click anywhere within the signature box and press Ctrl + C to copy. Press Ctrl+V to paste into another location.

2.) Type in any relevant details such as company name, title, phone number, etc., depending on which field applies to you. For example, if your job requires a personal website URL, enter this here. Otherwise, leave those fields blank.

3.) Use CTRL+F to search through the current word document without actually selecting anything. When searching, input your term followed by [ENTER]. So, if you wanted to change “Microsoft Corporation” to “My Awesome Company Incorporated", you would run the following command: CTRL+F Microsoft Corp.[enter] My Awesome Company Incorporated[enter][tab]

4.) Once finished typing, highlight the whole thing and press CTRL+C again to copy it back to its original spot. Finally, hit CTRL+V to insert it into the body of the email.

5.) Now that your signature is ready, test it out. Make sure it looks exactly how you want it to look before sending off an important missive. Your recipient won't care whether it has flowers, drawings, photos, logos, quotes, cartoons, charts, numbers, bullets, checkboxes, or stars in them — unless they need help with something specific. Keep it simple.

6.) In case you ever need to tweak things later, head to File " Info. Just under General Information, you can adjust certain settings related to the formatting of your signature. Under Font Settings, you can customize your font style, size, color, boldness, italicization, justification, spacing between characters, etc.—as well as add hyperlinks to your contact info. These options are available separately for each individual user. However, if you aren't currently signed in, you must switch accounts first. To sign out, click Account Settings " Security Preferences " Logout.

7.) Save changes. The last step is optional, but recommended because otherwise your signature might revert back to default settings after you close the file. Go to File " Save As... and save your work as a.docx file.

8.) After saving, double-click your newly created signature. It will automatically replace the existing signature in your inbox.

9.) Right-click your signature and choose Properties. Change Display Name if necessary.

10.) Choose View Code to examine the HTML code behind your signature.

11.) Copy and paste your signature somewhere else, perhaps onto a cover letter. Then return to the email program you used earlier and delete everything except the actual signature itself. Paste it wherever necessary.

12.) If you'd rather have more control over your signature, try downloading a free online tool called TextExpander. With it, you can easily create multiple versions of different phrases and sentences and use keyboard shortcuts to quickly expand the abbreviations whenever needed. Check out our beginner's guide to learn everything you need to know.



What do you put in a signature block?

It depends on who you send your email to. But generally speaking, most people probably wouldn't mind seeing the same basic elements in a typical email signature.

Here are some examples of common items included in a standard email signature:

Contact information

Your full name

Company name

Phone number(s)

Personal photo

Email address

Website link

Instant messenger handle (e.g., @me.com)

Social media handles (Twitter, Instagram, LinkedIn, Pinterest, Snapchat, Tumblr, Telegram, Discord, Facebook Messenger, WhatsApp, Zoom, Skype, Viber, etc.)

Some users only keep two or three of these items, while others might list dozens. Either way, it's always wise to tailor your signature accordingly based on whom you wish to impress.

In addition to the above, some companies require employees to attach a digital badge to their profiles. Some employers offer perks like gym membership discounts or travel vouchers to their workers. Others provide access to newsletters, white papers, event schedules, product catalogues, and other useful materials. Be aware of what kind of policy your employer has regarding employee communications, and consider adding links to those resources if applicable.

Lastly, remember to avoid spamming anyone with too much content. Overly long signatures tend to end up being ignored altogether. Plus, if someone doesn't recognize you immediately, they may opt out of future correspondence entirely.

How do I create a professional email signature block?

If you plan on sending lots of emails outside of your normal working environment, having a consistent signature helps set you apart from everyone else. There are plenty of ways to create unique signatures, ranging from fancy designs made with Photoshop to handwritten cursive fonts that resemble calligraphy.

For simplicity, though, stick to the basics listed above. They're easy enough for anyone to read yet stylish simultaneously.

You might also consider investing in a high-quality printer so you can print documents directly from your computer. Not only does this simplify the process of setting up your signature, but it saves time overall since you no longer have to wait for mail servers to deliver your incoming messages.

Still confused about what goes where in your signature? Read this post explaining why you shouldn't stuff your email signature with keywords.

Signature blocks are the way we let people know about our presence on social media sites like LinkedIn, Facebook, Twitter, etc., but what if you want to include one of these signatures into every single message that goes out through Microsoft Office programs (including Word)? It’s easy enough to set up. Here's how...

How do I add a signature block in Windows?

Adding a signature block is simple as pie when it comes to most Windows-based operating systems such as Mac OS X, iOS, Android, Linux, ChromeOS, etc., because they all have native options built in to allow users to easily get started with creating their own custom signatures. However, there isn't much more to say here than just saying "Windows" since this process works almost exactly the same regardless of which version you're using, whether it be XP, 7, 8, 10, 11, 12, 1511, 1607, 1703, 1809, 1903, 1909, 2016, 2023, etc.

If you already use Microsoft Office, then you may feel comfortable following along directly from step five below. If not, take heart! You can still learn everything else by reading each section carefully—you'll see that there aren't any big differences between adding a signature block to emails sent via Gmail vs. those sent via Office 365. The only thing that really changes is where you type your name, address, phone number, and other details at the end of your email signature.

To begin, open whatever program you plan on sending an email within. For example, if you are writing an email in Google Docs, click File & New Message. Then, select Mail and choose Send/Receive Email. On the next screen, scroll down until you come across Signature Settings. Click Edit Signatures and then Add Signature Block.

If you don't see this option right away, perhaps you've chosen another tab instead. This feature doesn't appear unless you actually enable it under Options. Just look for something similar to “Add Signature Block” listed under More settings. Once enabled, you will need to enter some information to customize your signature. To do so, follow these steps:

Type in your first and last name. Make sure to keep capitalization consistent.

Enter your title.

Select the field(s) where you would like to provide contact info.

Choose who should receive the signature.

Click Save once done.

That's basically all there is to setting up your very own personal email signature! Now go ahead and send off your masterpiece. Congrats! Your new email signature has been added to your profile.

But wait…there's more. We haven't even touched upon customization yet. Let's explore what options exist beyond basic setup.

How do I make an email signature block?

You probably noticed that I said "signature block," rather than "email signature." That distinction matters quite a bit when it comes to editing your creation, so pay attention. An email signature is different from a signature block.

A signature block is essentially a preformatted email signature template. Think of it as a cookie cutter, ready made solution that allows anyone to paste your work onto their outgoing mail without having to worry too much about formatting. In contrast, an email signature is literally meant to convey your personality, goals, accomplishments, etc. It reflects your brand.

So, while both items accomplish pretty much the same goal, the latter does so in a way that is unique to you. If you find yourself struggling to think of ideas for either item above, try visiting websites such as MySignature.com or EmailSignatureCreator.com. These services offer thousands of templates to help inspire you on your journey. Or maybe you'd prefer to start from scratch. Either way, you now understand why it's important to properly distinguish them.



How do I add a signature block to my email?

Now that you know the difference, you might wonder how to change your existing signature block. Well, luckily, it's extremely straightforward. Simply double-click on your newly created signature block, and hit Modify. From there, you can change its contents however you wish. There are no restrictions. Use whichever words best describe your style.

How do I create an automatic signature block in Outlook?

If you regularly write long letters, memos, reports, articles, newsletters, etc., you probably spend a lot of time searching for specific phrases throughout your correspondence. With Outlook, you can automatically insert your signature whenever you send an email by doing the following:

Open your inbox.

Right-click anywhere inside the window.

Go to Tools & AutoCorrect Options.

Scroll down until you find the header labeled Quick Parts. Underneath that heading, locate the phrase “[Your Name]” and hit Replace All.

Once completed, press OK.

The aforementioned action inserts [Your Name], followed by whatever you inputted under Quick Part. So, if you typed your full name, your signature will show up after that. It also auto adjusts based on your location. While your default language may differ depending on your region, AutoCorrect generally understands English well enough.

Other features worth mentioning are Smart Tags and Text Replacement Templates. They are slightly less powerful tools compared to AutoCorrect, but nonetheless useful. Check out our guide detailing how to use Smart Tags to format text faster. And if you're interested in learning how to create Text Replacement Templates, check out the instructions laid out here.

Smart tags and replacement templates are great for automating repetitive tasks, but sometimes you may want to alter your signature manually. Thankfully, Microsoft Office offers customizable templates as well. Right-click anywhere on your document and hover over Styles. A menu will pop up offering various types of styles. Find Customize Boxes and drag it towards the center of the list. Next, highlight your desired signature and drag it to the box located toward the top left corner of the menu. Hit Close Style Window when finished. Repeat this procedure for each additional signature you desire. When you finish, save your file and restart your computer. Then, navigate back to your document and replace your old signoffs with your new ones.

For more tips, tricks, and helpful links pertaining to creating personalized signatures, visit Microsoft Support.

While Microsoft Signature Blocks are fairly standard nowadays, you may run into problems when trying to access certain accounts due to outdated versions. In case this happens to you, head to outlook.live.com to update your account. Be aware that you cannot add signatures to Hotmail.com addresses anymore. Instead, you must log in to Live.com to view them.

A professional-looking signature is an essential part of every email you send out. With Microsoft Office 2016 comes the ability to easily customize your signature with ease. You can use this feature on Word documents as well as emails sent via Outlook.

This article will walk you through how to set up and customize your own personal email signatures using Outlook's new features that are available in Word 2016.

If this process sounds complicated, don't worry! It isn't hard once you understand what it takes to get started. We'll start by creating a simple signature at the end of this tutorial, then we'll move onto adding more complex ones over time. Ready? Let's go!

Signature blocks are really easy to make if all you want is a basic one. To begin, open any old Word file. For our example, let’s say you have just created a brand new MS Word document titled “testdocument.docx" (or whatever name you like). You also need to know where you would like to place your custom signature so that when people view your document they see it there. In my case, I am placing mine at the very bottom of the page under "Legal Information." This way, no matter how long or short my signature may be, it won't overlap other content on the page.

Now here’s the good news...when you're ready to start making changes, everything you've done thus far works exactly the same way whether you’re working on an existing Word document or creating a new one from scratch. That means you can follow along while reading these instructions even if you aren't familiar with Word yet. The only difference will be that some screens might look different than others because we haven't customized them specifically for this purpose. So keep that in mind before continuing.

Let’s talk about editing those sections first. Open the Legal section of your document, click inside the area where you’d like to insert your signature, and press Ctrl + T to bring up the ribbon menu. Click Design tab, scroll down until you find Text Box Properties, select Specialty, and choose Signature Block.

On the right side panel, expand the Signatures category, double-click Insert Signature Block, and hit OK. Then drag it into the designated space within your Legal information area. Right now, nothing happens. Don't fret—it still needs work. First off, take note of the default settings for your Signature Block that appear right underneath its title bar. Go ahead and delete those fields. They include things such as Name, Company, Phone number, Email address, and URL. Also remove any graphics associated with the block itself, including Background Image, Foreground Color, Transparency Group Settings, etc. These items will come back later after completing customization.

Next, head back to the Ribbon and click Edit Custom Fields. Expand the Field names dropdown list in the upper left corner. Select Signature Block. On the resulting screen, highlight each field type individually and change their values according to the following table.

When finished, save your project in order to apply your edits. Make sure to check Save Changes Before Closing & Apply All Edits first. If you ever decide to undo any of your changes, simply switch the value next to Modify from Yes to No. Once saved, close the current window without clicking anything else. Now that you’ve completed most of the setup, let’s get to work customizing your Signature Blocks themselves.

The easiest method for doing so is to navigate to File " Options " Mail " Fonts & Colors. From there, click Show Other Formats, select Signature Block, and choose Advanced Editor. A popup box will pop up showing the editor interface. Here, you can use various tools to modify your Signature Block however you wish. There are buttons to Zoom In/Out, Undo/Redo, Reset Size, Clear Formatting, Add Paragraph Space, and much more. Use whichever tools help you achieve your desired results.

For instance, maybe you'd like to increase font size in certain places. Or perhaps you'd like to resize image thumbnails instead of keeping them static. Whatever changes you need to make, remember not to alter the background color unless necessary. Otherwise, the design elements of your Signature Block will disappear completely. Finally, use the tabs at the top of the window to control formatting options such as line spacing, paragraph alignment, justification, indentation, bullets, numbering, etc. Feel free to adjust colors, fonts, borders, shadows, transparency, etc., but again, avoid changing the background.

Once satisfied with your final version, return to the Basic Tab properties located above the toolbar icons and uncheck Delete When Closed. Next, click Close Window. Your newly modified Signature Block should appear immediately below the legal info section. Double-click it to enter full editing mode. At this point, you can finally play around with your graphic assets, backgrounds, foreground colors, transparency levels, etc. Just remember that you cannot make permanent changes to the Background Image, Foreground Color, Transparency Group Settings, etc., since they already exist as defaults. However, you can always duplicate the original item and replace it with a better choice.

To finish setting up your Signature Block, you must also complete the following steps:

1) Change the Foreground Color to match your company branding.

2) Set the Transparency Level to 0%. Even though the default level is 50%, it actually adds unnecessary visual clutter.

3) Remove the border entirely. Why? Because borders interfere with readability. And if something goes wrong during future updates, you could accidentally lose your beautiful signature altogether.

4) Hide the Logo. Most logos contain proprietary copyright material which prevents users from freely sharing them online. Plus, many companies prefer to retain ownership in case anyone steals their designs.

5) Disable AutoFit Content. By default, the Signature Block automatically adjusts based on the length of your signature. Since you probably won't write lengthy paragraphs in your email, disabling AutoFit allows you to manually specify width dimensions yourself.

6) Uncheck Always on Top. Some people enjoy viewing their signatures on top of other windows. But why risk annoying everyone who reads your message with constant obstructions? Instead, leave this option unchecked. Users will never notice it anyway.

7) Check Hide After Printing. This ensures that your Signature Block disappears once someone prints out your email.

8) Enable Lock Document. Turning this option on keeps your project protected against accidental modifications. Not only does it stop further edits from taking effect, but it also locks the underlying document behind a password protection fence.

9) Choose None for Prompt. Unless you plan on sending out hundreds of copies per day, it makes sense to skip pasting your contact details and opt for Prompt instead. People can copy and paste your details whenever they desire.

10) Turn Off Quick Parts. This disables automatic creation of tables, charts, bulleted lists, numbered lists, footnotes, endnotes, hyperlinks, mail merges, mailings, SmartArt Graphics, and slide transitions. Doing so helps prevent unwanted effects caused by unintended actions.

11) Leave Blank for Default Value. If you don't provide a specific response for questions 1 - 3, the system autoinserts generic answers provided elsewhere in the template.

12) Ensure that Only My Personal Data Is Visible. If you allow non-personal data access, third parties could potentially steal sensitive information.

13) Confirm Security Warning. Be wary of enabling security warnings. Many experts suggest turning this feature off due to potential threats.

14) Enable Compatibility Mode. Enabling compatibility mode enables backward compatible behavior between older versions and newer applications. As mentioned earlier, this guide was written assuming you were using Windows 10. Therefore, we recommend leaving compatibility mode enabled for optimal user experience.

15) Keep Signature Short. Longer signatures tend to display poorly on smaller monitors. Thus, consider cutting away words to reduce confusion.

16) Adjust Margins. Sometimes the margins surrounding your Signature Block become too large. Try adjusting margin sizes accordingly.

17) Disable Automatic Numbering. Although helpful for navigating longer documents, numbering your paragraphs negatively affects readability.

18) Disable Line Spacing. Similar to justifying, lining spaces together reduces legibility. Consider removing lines instead.

19) Disable Page Breaks. Having breaks inserted randomly throughout your document usually doesn't affect readability.

20) Disable Spell Checking. Disabling spell checking increases readability by reducing errors introduced by automated systems.

21) Disable Continuous Scrolling. By default, scrolling continues indefinitely. Leaving this option disabled forces pages to refresh faster, ultimately improving readability.

22) Increase Screen Resolution. Websites often break when viewed outside of Chrome browsers. Reaching higher resolutions eliminates the problem.

23) Disable Webpage Preview. While useful for testing layouts, webpage previews cause problems for websites rendered incorrectly.

24) Disable Print Dialog. Unlike Internet Explorer 11, Google Chrome displays webpages correctly by default. Hence, turning this option off improves usability across platforms.

25) Disable Browser History. Keeping browser history active causes numerous issues.

26) Reduce Display DPI. High DPI settings improve layout quality, especially when scaling small fonts. However, high resolution screens benefit more from lower DPI settings.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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