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A quick search on the web reveals dozens of articles and blog posts about how to make an effective email signature. Most are pretty similar — usually including name, title, company (or affiliation), phone number, mailing address, URL links, etc. But if you want something more creative, here's how to go about it with some simple instructions using Gmail tools. With these tips, creating a personalized email signature will be easier than ever before.
To get started, open up any new message window in Gmail and click "More" at the top right corner followed by "Settings". In Settings menu, scroll down until you find the section labeled General. In this area, look for "Signature settings", which should appear under the header named Signature. Click on the drop-down box next to Email signatures and select Customize. This opens up a dialog where you can set your preferred signature style as well as personalize its appearance.
You have two ways of adding custom fonts to your email signature. The first way involves installing additional software called Typekit Studio. After downloading and installing the program, just follow along with the steps below.
TypeKit Studio has been specifically designed to help users design professional looking websites, graphics and logos. It also allows them to customize their existing designs without having to know HTML code. When we say specifically, we mean exactly. There isn't anything else quite like this free online tool when it comes to designing customized emails. You're not limited to just one typeface either. With over 50+ premium fonts available for download, you'll never run out of options. So whether you're looking to choose from clean sans serif faces such as Helvetica Neue or playful script characters such as Comic Sans MS, the choices are endless.
The process starts off with selecting what kind of template you'd like to start with. Then pick a font family and apply it to all elements within the template. Once everything looks good, hit Preview to see how things would turn out. If you don't like what you've done so far, simply adjust the colors, sizes, line spacing and margins to suit your needs. Once you're happy with the final version, copy the link and paste it into your email signature. Now whenever people send you mail containing images they sent via Picasa, Facebook or other photo sharing services, those photos will be accompanied by your newly created logo.
For best results, try keeping the size of your image between 600x600 pixels and 800x800 pixels. Anything smaller will result in pixelation while larger ones may cause slowdowns depending upon the browser used. Also check out our guide to making the most of your Gmail inbox.
If you prefer another method of inserting custom fonts into your email signature, there's no need to install third party applications to achieve this goal. All you need is access to Photoshop and/or Illustrator. To begin, head back to the previous page where you chose "Customize" instead of "Edit." Selecting Edit won't give you much control since all changes must be made manually. However, choosing Customize gives you complete freedom to edit every aspect of your signature. As mentioned earlier, the default theme includes several different typesfaces but you can always change them to whatever suits your tastes better. Just remember to keep everything proportional.
Now let's talk specifics. Start off by opening Adobe Photoshop or Illustrator and importing each individual element separately. For example, a letterhead graphic might consist of multiple layers and could include a background color layer, gradient fill layer, stroke level layer, shadow effect layer, inner glow effect layer and outer glow effect layer. Simply import each separate file individually (File & Import) and place them onto separate layers in whichever order you desire. Next, double tap the lowermost layer to activate the transform handles. Dragging across the entire graphic adjusts the position of all included objects simultaneously. Hold Alt + Shift keys then drag around the edges of any object to resize it. Holding Ctrl key will allow you to rotate shapes. Use Cmd + T on Mac computers to bring up the Transform panel. From there, you can scale, skew, flip and translate any shape however you wish. Finally, press Ctrl + P to duplicate an object. Right clicking anywhere on a selected object brings up various contextual menus. One of them contains an option to Ungroup Layers. Doing this separates groups of objects into independent files. By doing this, you gain total control of how many copies to print for your document.
Once finished, save the project as.PNG or.JPEG. Copy and pasting the resulting image directly into your Gmail signature works fine too. Make sure to avoid pasting the original source files though. Otherwise, you risk damaging your signature permanently. To remove unnecessary parts, use a PNG editor like IrfanView to perform basic edits. Or, alternatively, take advantage of GIMP to fully modify your image.
Once your signature appears, you can now replace the standard headers with your own. Open up your main profile picture and upload it to your Gravatar account. Your gravatar.com avatar shows up in emails alongside your real face. Hover over your gravatar icon to view your current stats. A small pop-up window will show your gender, age group, location and last active status updates. Keep track of these details because they'll play important roles later.
Next, head back to your email signature page again. On the left side column, hover over Font Size and choose Change Font Size. Pick any font color scheme that appeals to you. Remember to consider contrast levels and readability. If you're working on a dark background, stick with light colored fonts. Conversely, if you plan to work on a bright background, opt for darker colors. Lastly, ensure that your chosen font renders properly. Check out our list of recommended fonts to figure out which ones fall into this category.
Finally, if you intend to insert multiple versions of your signature, repeat step 2 above to obtain each individual file. Save each one as a separate JPG file which means you shouldn't experience any problems saving your signature on Windows, Linux or Unix systems.
Yes! Just make sure you adhere to certain guidelines. First off, only use true vector formats (.EPS,.PDF). Secondly, limit yourself to one unique font per file. And finally, embedding fonts requires special permission from both the creator and recipient. Since most companies aren't willing to share licensing rights for commercial purposes, we recommend finding fonts on sites such as Dafont.com and Myfonts.com.
In conclusion, creating a great email signature doesn't require you to spend hours staring at your computer screen trying to decide which fonts to use. Instead, it just takes patience and creativity. Hopefully this article inspires you to explore more features within Gmail that enable you to design your very own signature. Happy emailing!
Have questions regarding how to add a signature to an email in Gmail? Visit our frequently asked questions page. Have suggestions of your own? Leave us a comment below.
Email signatures are pretty much universally annoying. They're long and boring, usually have some sort of call-to-action (e.g., "Follow us on Twitter"), and they can be difficult to customize without making them look unprofessional.
But with Google's new mobile-first inbox design, you might need one anyway — so here’s how to make it as painless as possible.
In this article we'll show you everything from adding images to creating custom lines for all versions of Gmail. We also explain why your Gmail signature sometimes goes at the end instead of beginning of the message.
So let’s get started!
If your work requires you to use multiple emails each day, then chances are good you've run into the problem where your Gmail signature looks something like this:
This is because Gmail treats every part of your email, including signatures, as if it were just another piece of content. In other words, there's no alignment between elements within your signature. It could easily read like paragraphs of different lengths. And it would probably take forever to adjust when switching computers.
Gmail solves this by putting every element in its own box. Let's say you want to put your name below the email address. You'd type it out once, and it will appear aligned under both the "From" field and your username. Here's what your signature should now look like:
Now imagine having two boxes next to each other. If you wanted to include more than one person on your team, you would have to create separate boxes for their names. So far, things haven't changed much but now let's try expanding our second box:
Instead of placing it underneath the first box as before, you may find that it has moved down a bit. This happens because the addition of the new column caused the original box to shrink and shift downwards. To solve this, simply click inside the empty space created by the new column and drag upwards until your box fits snugly against the top of the previous box.
You can see the effect above. Now the second box doesn't move around anymore. But what about the actual contents themselves?
Well, most people don't know how to center anything in Excel, so we won't go over those details here. However, in Word or Pages, you can select any object and press Ctrl + T to open up the Align menu. Click justify left, right, middle, or justified, depending on whether you want your selected item to be horizontally centered, vertically centered, or evenly spaced.
To learn more about these options, check out Microsoft Office's help page.
For HTML code, however, the process differs slightly. First, highlight whatever you wish to center using either your mouse or keyboard arrows. Then head to Edit --& Paragraph Formatting. From there, switch to Horizontal Center or Vertical Center under Text wrapping settings. Finally, hit Apply.
The same method works for tables too. Just select the cell containing the table and choose Table Border... from the Styles dropdown list. Choose Right Hand Corner, Left Hand Corner, Top Left Cell, Bottom Left Cell, or Middle Cells.
And finally, if you prefer not to mess with borders altogether, you can always opt for manually adjusting margins. Simply increase/decrease the number next to Margin & Padding. For example, increasing margin size by 10px would push your objects further apart.
Images play an important role in many social media posts and blogs, and therefore often serve as visual representations of companies' products or services. Unfortunately, unlike basic text formatting methods mentioned earlier, Gmail cannot provide users with tools necessary to properly position such items. As with regular texts, you must rely on yourself alone to place your pictures wherever you desire.
There are three ways you can achieve this goal. The easiest way is to insert the picture directly into the body of your email. When doing so, keep in mind that Gmail places certain restrictions on file types, dimensions, and colors. For instance, your photo must be less than 32KB in size, 896 pixels wide, and 1672 pixels high. Anything larger risks being cut off, which ruins the aesthetic appeal of your signature.
A better option is to link to the image itself rather than embedding it. There are plenty of reasons why linking to external resources helps improve accessibility and usability. Plus, you never risk losing quality due to compression.
Finally, you can upload your own digital artworks through third party websites. One popular service is Gravatar, but since it only supports photos, GIF files, and JPG images, you'll have to convert them beforehand. Once converted, follow the instructions listed on the site.
Note that uploading your own artwork to Gravatar comes with a few caveats. Most importantly, if someone else uses your avatar online, they will likely receive a watermark indicating who originally uploaded it. Also, if your company owns the copyright to the image, you may face legal repercussions if used elsewhere.
When writing the subject header, it's easy to lose sight of what exactly needs emphasizing and deemphasize. Therefore, it's recommended to spend time crafting a catchy opening salvo and save the real meat of your message for later.
Also, if you ever decide to change this section, you shouldn't struggle with finding a suitable replacement. Fortunately, Gmail allows users to edit the entire signature by heading to Settings --& General --& Signature.
Here you can enter a brand new personal greeting or leave it blank. Your choice is limited only by imagination. Next, fill in the rest of your fields. These range from choosing font style and color to setting up auto-expanding links. Lastly, scroll down and make sure Show signoff box is set to On. That's it!
One final thing worth mentioning is that if you happen to send thousands of messages per month, you will notice that your signature gets placed towards the very last line of the email. Why is this? Well, according to Gmail engineers, this was done intentionally to prevent spamming.
However, while this approach makes sense from a technical perspective, it isn't ideal since it means you'll have to scroll back several pages to reach your signature. Thankfully, there's a solution. All you need to do is disable automatic scrolling.
Head to Gmail Labs and search for Scroll Prevention. Enable the feature by clicking Save Changes. Now whenever you compose a new mail, the cursor will remain static even after sending hundreds of messages. Enjoy!
Have you tried any of these solutions yet? Got questions regarding your current setup? Feel free to share your thoughts with us in the comments below.
Your email signature has probably changed quite a bit over time. Maybe you used to use Word for signatures and now you're using an online service instead. You may have even switched from one program to another without noticing any difference at all. How can this be possible? The truth is there's some subtlety involved when formatting different types of emails. We'll take a look at how to keep your email signatures consistent across multiple programs and services so they always appear exactly as you want them to, no matter which computer, phone, or app you're sending it from.
Keep reading to learn about changing formats with your email signatures, including what changes occur if you're switching between Microsoft Office versions (and why).
Changing the way your email looks is pretty easy. Just open up your existing email signature in whatever application you currently send out messages from most frequently—we recommend Google Mail here—then follow these steps below to make sure both old and new styles are formatted consistently. This will help ensure you don't get confused when opening up new emails on other systems and applications.
Log into your account in Gmail. If you already see your current email signature displayed under "Settings," click the gear icon next to the search bar and choose Settings.
Click Manage Accounts & Import Email Addresses. A pop-up window should display asking whether you'd rather import addresses manually or by searching your inbox. Click Manual Imports.
Find the email address you wish to edit. In our example we've chosen to copy and paste the same mailto link every time because it works well, but feel free to adjust the code however you please. Once found, select it and then click Edit Signature.
In the resulting screen, scroll down until you find where you enter each line of HTML code. Underneath, you'll notice several lines of code starting with "[b]" followed by various numbers. These represent bolded portions of your signature. For instance, [b]My name[/b]. You can remove entire sections of code via the trash bin icon right above it, while adding more content simply by typing in additional lines of code directly after those indicated by brackets. To create new codes, put quotation marks around a section of code, such as "[b]This is my first message.[/b]." When finished editing, just hit Save Changes underneath the final paragraph tag. Your edits should immediately show up inside your mailbox once you save.
If your browser begins displaying extra characters, try refreshing the page. Some browsers may not render certain symbols properly, especially if they aren't supported by default fonts. You may also need to restart your PC before seeing your changes reflected.
Once you're done making adjustments, hit Close Signatures Box at the bottom of the screen. Now your modified signature should load whenever you compose a new email in future.
There are two ways to go about adjusting your outlook email signatures: either upload a file containing your custom html code, or type everything yourself directly into the body of your outgoing email. Both methods produce identical results, though uploading files tends to work better than pasting raw code. It's worth trying both options out to decide which suits you best. Here's how to do it the manual way:
Open up your composing window. Find the signature box. Press Ctrl + V to insert your cursor within the box. Select Insert Text from the menu up top. Type whatever you intend to become your signature, and press Enter when done.
Right beneath your newly added signature, you should see something resembling the following:
[B][SIZE="4"]your_name_here [/SIZE][/B], etc...
The four square brackets surrounding your signature indicate that your text appears in bold. As mentioned earlier, this isn't necessary if you prefer not to include emphasis tags. However, if you ever plan to switch back to a previous version of outlook, removing the bold styling could cause problems. Keep in mind that outlook uses its own set of specific tagging rules, which differs slightly from Gmail's.
To modify the appearance of your signature further, replace the word "size" with whichever number corresponds to the size of your signature. So if you want your signature to be smaller, substitute 4 for 1. You can also specify individual sizes for each character through their numerical labels. For example, replacing "4" with "1." would result in your name appearing larger than normal, while "3" would give your initials greater prominence than usual. Finally, you can choose a different font altogether by selecting the appropriate entry from the dropdown menus under Font Style. Simply double check your settings to ensure nothing else gets accidentally replaced.
While this method doesn't allow you to easily customize the overall layout of your signature, it provides full control over what goes into your email header, meaning you won't run into issues later on if you upgrade to a newer version of outlook. Plus, anyone who happens upon your email can view your signature in plaintext form at any point during delivery.
Check out this video demonstration to see how to quickly embed your signature in an email you sent today:
http://www.youtube.com/watch?v=cYdRn9XJkE8&list=PLoL5C7QaSxmwKMZtDpz2qVf0eBHUuFyT
Sometimes things happen beyond your control that cause the formatting of your signature to revert back to standard. One common reason stems from upgrading office suites. Many users report that after upgrading to Windows 10, the latest releases of MSOffice caused their outlook signatures to reset to generic templates. Unfortunately, the fix isn't too simple. Fortunately, we know of a workaround that allows you to retain access to your customized signatures indefinitely.
Here's what to do: head to File-" Options-" Trust Center-" General-" Mail Format tab. Scroll down the left sidebar, and expand Advanced Features. Check the box beside Compatibility Mode. Hit OK, then close and re-open your inbox. Hopefully, this step should solve any compatibility errors you encounter.
As long as you adhere to the instructions laid out previously, you shouldn't experience any major setbacks. Of course, everyone experiences unique circumstances sometimes, so be aware that the solution detailed above might not apply to your situation. And remember, if you still end up having trouble, there are plenty of alternative solutions available on the web.
For example, many people complain that updating to OS X Yosemite causes their signatures to revert to generic ones. Luckily, MacRumors offers a comprehensive guide detailing how to prevent this issue from occurring. Similarly, if you recently upgraded to iOS 7 and haven't yet updated your iPhone's signature feature, Apple released a support document outlining how to correct any potential glitches.
Now that you understand how to tweak your signatures in both gmail and outlook, let us explain how to update your profile preferences to reflect these modifications. First off, go into outlook and navigate to Tools-" Account Settings-" Preferences-" Mail Setup. Then, click on Change Additional IMAP E-Mail Configuration Attributes. Look for the "Delivery Status Notifications" setting and disable it. Also, enable the option labeled Show My Name in Message Headers. This shows your name, along with your company logo and domain, at the very top of your incoming emails.
Next, go ahead and click on Customize Signature. Right under "Signature Appearance", uncheck the box next to Quick Web Address and pick a URL that includes your business' website. Feel free to leave the rest alone unless you're experiencing complications due to outdated coding. Otherwise, hit Apply, then exit. That's it! Next time you receive an email, all recipients will see your personalized greeting. Remember, you can share your personal URLs elsewhere, provided you have permission to publish them.
Have questions about modifying your outlook profiles? Let us know in the comments.
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