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How do I make my Signature look professional in Gmail?



How do I make my Signature look professional in Gmail?


You've just sent off your latest email, but you're not quite finished yet — there's still one more thing that needs adding...a signature! If you use Gmail as your primary client (and if you don't, it's time you did), then setting up the perfect email signature can be challenging at times. Here are some tips on making sure yours looks great in any browser or device.

Keep reading to learn how to make your Gmail signature look awesome.

What size image is best for email signature?

The first tip when creating your custom Gmail signature is to keep things clean. If possible, try to limit yourself to no more than two graphics per page. This will help ensure everything loads quickly without sacrificing quality. Images should also be kept small — about 300 pixels wide works well. In general, avoid using images with lots of detail because they'll take forever to load over slow Internet connections. Finally, remember to include all necessary information such as name, title, phone number etc., so people who want to know more details about your business can easily find out.

How do I make my signature look professional in Gmail?

Now that we have our foundation laid down, let's move onto some actual steps on how to add your signature to emails in Gmail.

1) Create Your Account Name & Password

First thing’s first – log into your Gmail account, go to Settings " Accounts and Import … then click “Create Account." You’ll need to enter your full legal name and choose a password from Google’s suggestions. Check the box next to Signing in automatically and click Continue.

2) Add A Picture To Your Profile Page

Next, head back to your settings by clicking on your profile picture in the upper right corner of your screen. Click Edit Info under Personal Details. Now select Upload Photo… at the bottom of the window that opens. Browse to where you saved your photo and hit Choose Photo. Make sure you save your file properly since you’re going to import it later. Once you upload, wait until it shows up on your profile before continuing.

3) Change The Background Color Of Your Email Address Bar

In order to edit your email address bar color, you must adjust the background color of your new email address field. Head to your inbox and hover over the right side of your email field. When the cursor changes to a pointing finger icon, left click and drag upwards towards the top of your address field. Release when the pointer turns into a hand.

4) Drag An Image Or Video Into Your New Message Box

After changing your background color, now it’s time to actually start putting together your email signature. First, open a text editor and paste the following code into a separate document. Feel free to customize these lines however you wish.

<img src="https://www.google.com/images/branding/googlelogo11p/2x/" width="196" height="300" style="float:left;" />

<div class="g-signature" data-orientation="90" id="gbSignature0">[YOUR NAME]<br />

[YOUR TITLE]</div>

5) Copy & Paste It All Back Into Gmail

Once you finish editing your text block, copy it all back into Gmail. Don’t forget to replace [YOURNAME] and [YOUTITELISTLINE]. Then simply press Ctrl + S to save.

6) Insert Special Features Like Links And Photos With HTML Code

To allow users to insert their own photos and links, you’ll need to embed them within certain tags. For example, to link to another website, type in http:// followed by the URL of whatever site you'd like to direct visitors to. Do note that URLs cannot exceed 2000 characters. Similarly, to insert a photo into your message, place its source file in between the IMG tags. Below is an example of what both codes look like once inserted into your template.

<img src="http://example.com/my_image.png" width="300" height="200" alt="" />

<a href="http://example.net">Example Link Example</a>

7) Save Your Changes

When done, click the green checkmark button in the lower right corner of your workspace. After saving, you may receive an error saying that your signature has been replaced with plaintext. Simply refresh Gmail and your signature should appear as normal again.

8) Turn Off Auto Fill On Emails From Other Users

By default, Gmail will fill in signatures whenever someone sends you mail from other accounts. However, this feature tends to get abused by others — especially spammers. Therefore, it’s recommended to turn this option off unless you really need it. Go to Settings " Forwarding and POP/IMAP…. Under the section labeled Filters and Blocked Addresses, disable the slider next to Auto-fill user profiles from known senders.

9) Enable Preview Pane Feature

Another useful function you might want to enable is the preview pane which allows users to see your entire email signature while composing messages. By default, it’s disabled. Scroll down to the very end of your signature and click on the three horizontal dots located above the footer menu. Select Preferences from the dropdown menu and switch on Show the signoff preview pane and Always show the last signature used.

10) Customize Your Footer Menu

Finally, scroll down to the very bottom of your signature, below the hidden menus. Right underneath the copyright notice, click on More Options…This will bring up the customization options menu. There are several items here that you can tweak, including font colors, sizes and styles. Just change those preferences according to your taste. Keep in mind most of these tweaks only apply to web clients.

That’s it! You’ve successfully created a neat looking Gmail signature.



How do I create a fancy email signature?

If you’d rather skip straight ahead to building blocks that already exist, consider purchasing a premium Gmail Signature Template. These templates usually come complete with multiple graphic elements, fonts and layouts designed specifically for email signatures. They often even contain built-in social media sharing buttons too. Most premium templates cost anywhere from $20-$40 depending on design complexity. Be warned though, that many cheaper ones don’t offer much besides the basics. Some of the popular names in this category are MailCandy, Vistaprint, and Wix.

For something less pricey, you could always build your own signature. But if you’re feeling ambitious, read on to discover how to create a totally fresh and original signature.

Here’s a quick list of basic tools you’ll need to get started:

HTML Editor (e.g. Notepad++).

Image Editing Software (e.g. Photoshop).

Font Book.

Text Expansion Tool (e.g. TextExpander 2).

Web Font Packager.

Copy & Paste Script.

Customizable Widgets.

Let’s break down each of these components individually.

A good html coding tutorial would be helpful too.

How do I create a Unique email signature?

There are plenty of ways to spice up your signature. Here are a few ideas worth trying out.

Try inserting animated gifs instead of standard JPEG pictures.

Use CSS animation effects to animate different parts of the signature.

Get creative with typography. Find interesting and eye catching quotes or sayings and incorporate them into your signature.

Insert QR Codes that lead to websites.

Embed your contact info into moving backgrounds.

Have fun experimenting with various types of animations. Try combining JavaScript or jQuery with CSS transitions.

Most importantly, never underestimate the power of creativity. If none of the examples listed work for you, maybe you could think outside the box and put together something truly unique. Remember, an effective email signature is supposed to attract attention, so why settle for ordinary?

Did you enjoy this article? What kind of cool stuff would you like to see covered in future articles? Let us know what you think in the comments below.

We all have that one friend who insists on sending you emails from their personal account instead of the business one they've created, even though it's not really "personal." They're just clueless about what makes a proper email signature!  If your boss does something similar, you can help them out by setting up their own custom Gmail signatures so they don't send spammy messages with their name as part of the From field. Here are some easy steps to follow if you want to learn more about how to add a customized signature to your Gmail inbox.

The first thing you need to know is whether or not people actually read those kinds of signatures at work. The majority of us ignore these because we see them every time we open our inboxes. In fact, most of us probably delete them without reading them. If someone sent you such a message, ask yourself why it bothers you so much. Is it because you think it looks unprofessional? That may be true, but there could also be other reasons. Maybe it irritates you when signing off with a generic salutation like "Dear Sir" rather than using your full name. Or maybe it annoys you when someone signs off with a short note like "Best," which doesn't tell you anything about the person sending it unless they happen to mention it themselves. There are many things to consider before deciding whether or not to include a signature in your outgoing mail. It should definitely go beyond looking professional. You might simply find that having a signature attached to each piece of correspondence helps keep track of where certain ideas came from and allows others to quickly identify whose idea it was. This would likely become especially useful if you were collaborating on projects together and wanted to avoid miscommunication.

Once you decide that including a signature will benefit you, you'll then need to choose between leaving blank space below your address (which Google calls "signature block") or adding text right into the body of your message. Most users tend to opt for the latter approach since it saves them time and effort. However, there are several considerations to take into account while choosing which option works best for you. First, let's discuss creating a signature in Gmail.

For starters, Gmail has two different types of signatures available -- HTML and Plain Text. Both formats allow you to add basic information such as your title and contact info, but only the HTML version gives you access to rich formatting options like bolding, italics, colors etc. Also, since the Plain Text style requires manual inputting of each item, it's easier to maintain consistency across multiple accounts. On the other hand, the HTML signature automatically adjusts based upon the recipient's browser type, meaning that you won't get any unwanted results if your client isn't supported.

Now that we understand both sides of the equation, here's what happens behind the scenes when you compose an email. When you click Send Mail in Gmail, the system sends over a copy of your message to its destination server. A little bit later, Gmail uses whatever settings you chose during composing to determine what kind of signature to attach to it. For example, if you selected Plain Text, the following code gets inserted in the body of your message:

-- Start plaintext signature --

Content-type: multipart/alternative ; boundary="m_alt_bndry_1"

MIME-Version: 1.0

X-Mailer: Internet Message Board 2.97

Message-ID: <E10AAD9D8CED41131AA4B@[removed]>

Date: Wed, 28 Jun 2009 12:41:59 -0700

From: [your username] <[email protected]>

To: Joe Bloggs

Subject: Re: Project XYZ

Reply-to:[mailto removed], [name removed], [address removed], "[phone number removed]"

This tells the receiving computer exactly what kind of document you'd prefer getting back from the user. Since it's been formatted specifically for Gmail, it includes the necessary metadata needed to display properly on web pages and mobile devices. Now, if you opted for the HTML signature, Gmail inserts additional code into the message itself that creates the same effect. Let's say you added an image file called logo.gif under the Images directory. Your final message would look something like this:

-- Start html signature --

Content-Type: multipart/related;

boundary="m_part_bndry_2"

----Start Image Table BODYSTRUCTURE HERE

Content-Disposition: inline

Image filename: logo.gif

Keep in mind that some clients might strip away parts of the header section, so you should always check how long the resulting signature will be. Finally, if you decided against the fancy formatting altogether, you can still customize the way you sign off by clicking More Options next to Reply To:, and selecting either No Signature or Just Sign Off.

With that said, let's talk about inserting an image into your Gmail signature. Obviously, you can't just upload any old picture and expect it to show up in your signature box. Before uploading a new photo, ensure that it meets the restrictions imposed by Gmail. According to Gmail's official documentation, pictures must be less than 200KB each, and no larger than 16MB combined size. You can easily test this online by opening the page source of any random image and searching for <img src&. Once you confirm that everything checks out, head back to your desktop and start editing. Make sure to give each individual element enough room so that it fits within the allotted dimensions. Otherwise, try resizing your graphics until they look good.

When designing your signature, it's important to remember that you shouldn't limit yourself to just photos. Including hyperlinks throughout your text can prove beneficial when navigating through lengthy documents. Therefore, you should also pay attention to the rules outlined above concerning file sizes and dimensions. Keep in mind that most browsers will compress files according to these guidelines anyway, so there's no reason to worry too much about making your graphic extra large. As far as compatibility goes, the main concern is ensuring that your link opens normally. Test your links thoroughly before publishing them to make sure nothing breaks down halfway through typing.

Another consideration worth mentioning is font color. Some fonts turn darker shades of gray when displayed on black backgrounds, whereas others stay white regardless of background shade. Although the former looks slightly cleaner, it's usually recommended to stick with lighter colored text. After testing various combinations, you can figure out which ones produce the cleanest output.

So now that we got the technical stuff taken care of, how can we improve our signatures? Well, after taking a closer look at the aforementioned limitations, it becomes obvious that most images fall outside the boundaries of acceptable proportions. So, the solution lies in cropping them correctly. While doing so, make sure to leave enough room around the edges so that they aren't cut off entirely. If possible, resize your image to a smaller resolution and increase its overall width to fit comfortably inside the frame.

Since you're dealing with a limited amount of screen real estate, it's advisable to scale down your images instead of enlargening them. Remember that scaling affects your entire composition, rather than changing the actual dimension of a single object. By reducing the size of your images, you can prevent unnecessary pixelation and preserve quality at the same time.

As stated previously, the last thing you should keep in mind is that most browsers reduce file size whenever displaying content on a website. Even with high-resolution monitors, your eyesight won't appreciate seeing huge pics anymore. Try to strike a balance between aesthetics and practicality.

Overall, the hardest part about putting together an effective signature is giving up control over the finished product. Hopefully, the tips listed above helped you get started towards building a neat profile for yourself. Don't forget that your future self is watching and judging you, so put forth your best efforts and make an impression!

Have questions or comments? Share your thoughts with us in the comment section below. We hope you enjoyed learning more about how to make a customizable Gmail signature, and please share your experience with us.

If you have ever been on the receiving end of an unsolicited message, then you know it can be annoying when someone sends you something that looks more like advertising than correspondence between two people. The same goes for your emails—if you send out messages full of typos or grammatical mistakes, they will likely be ignored by most readers.

Fortunately, there are ways to improve your online communication skills so that both parties get what they want from their interactions. One way to show professionalism is through your email signatures. Here's everything you need to know about creating an effective email signature and using one across various platforms.

How do I make my email signature look professional?

Email addresses are often short, making them easy to overlook if not formatted properly. In addition to being readable, your email address should also include information such as your name, phone number, and website URLs. If all else fails, always use "Mr." or Ms." at the beginning of your first name for men and "Mrs." or Mrs." before women’s names. It may sound awkward at first but over time, these conventions become second nature.

Include your physical mailing address (not P.O box) along with apartment numbers, suite numbers, and other identifying details. This makes it easier for recipients to find you in case you move without having to update everyone who has sent you mail previously.

When adding personal contact info to your signature, it's best practice to separate each section with commas rather than putting multiple lines next to each other. For example, instead of writing “123 Main St., Anytown, GA 30234," write 123 Main Street, Anytown, GA 30234.

Your street address shouldn't go beyond three lines. On top of looking unprofessional, long addresses take longer to load into inboxes, slowing down response times even further. You should limit any personal data included in your email signature to your name, title, company/organization affiliation, telephone number, mobile device number, and snail mail address.

Finally, avoid including large blocks of text within your email signature. Emails are already difficult enough to read due to font size and spacing inconsistencies. Adding unnecessary clutter just adds insult to injury. Instead, keep things succinct while still conveying important points.

What is a good professional email signature?

A well constructed email signature begins with your name followed by your job title. Include relevant keywords related to your industry, expertise, education, and accomplishments. As much as possible, stick to acronyms to save space. When appropriate, list your hobbies and interests to add some personality. Above all, don't try too hard! Your goal is to come off as friendly yet respectable.

Next comes your physical address, which should be separated by commas. Avoid listing multiple home, work, and cell numbers together without providing additional context. For instance, don't put your entire social security number in your email signature because it won't help anyone understand why you're sending them anything.

You should also include pertinent webpages where applicable. Don't forget to include email forwarding options. Also, consider linking to websites directly from your email signature. Not only does this streamline navigation, but it helps ensure users see content exactly as intended. Finally, remember to avoid copying and pasting lengthy HTML code snippets from Word documents. Doing so could cause formatting issues.

While we've focused mainly on English language versions of email signatures here, there are many different variations available depending on the country. Some countries utilize written characters in place of letters. For example, China uses simplified Chinese characters instead of Roman numerals. To accommodate international audiences, you might want to incorporate foreign spellings and abbreviations, especially those used commonly in Asian countries. However, bear in mind that doing so could potentially confuse non-native speakers.



How do I create a high quality email signature?

Once you have mastered basic elements of an email signature, it's time to start thinking about design. A poorly executed email signature can turn serious business communications sour faster than anything else. Luckily, there are plenty of tools available to simplify designing email signatures. We recommend starting with Canva since its drag-and-drop interface allows for relative ease of customization. Once you get the hang of working with templates, you'll likely feel confident building your own custom signatures.

Canva offers prebuilt templates for almost every conceivable profession and role. From doctors to lawyers, real estate agents to executives, there is sure to be a template suitable for you. Just search for whatever kind of image you want associated with your field of work, then select the correct tab. Each category contains hundreds of potential designs. Next, simply change colors, fonts, sizes, line heights, etc. until you reach the desired outcome.

Another option is Gravitate Email Signatures. This tool includes dozens of professionally designed email signatures specifically tailored for different industries. Simply browse categories like Business, Education & Training, Health Care & Medical, Law Firm, Nonprofit Organization, Retailer, Technology, Travel & Tourism, among others. Then pick whichever design suits your needs best.

Lastly, if you'd prefer to build your own signature, there are several free services available. Microsoft Office 365 provides a feature called MailSignature Builder. With this tool, you can customize existing profiles or upload your own profile photo. Afterward, choose a background color, border style, and adjust the position of icons.

How do I create a professional email signature in Gmail?

Now that you've learned the basics of crafting a solid email signature, let's dive into setting up a customized signature in Google Chrome. First, open Gmail and click on Settings located at the bottom right corner of the screen. Select General. Under Appearance, scroll down to Show signoff box and check the box labeled Always display email signoffs. Click Save Changes.

This changes the default behavior of new emails so that you no longer receive automatic replies after signing off. Now, whenever you compose an email, you must type "Dear [Recipient]," and follow it with your personalized signature. This is necessary so that Gmail recognizes your previous correspondence. Otherwise, it would automatically reply back with the standard salutation.

To begin composing your email, enter your recipient(s)'s name(s) into the To field. Below that, input your subject line. Use tabs to indent sections of your email and hit Enter after each paragraph. While typing, press Ctrl + Shift + Tab to jump between fields. At the very top of the page, click the ellipsis icon below Compose window header. Choose More actions " Edit Actions....

Select Create New Action.... Input Name and Label it appropriately. Repeat steps four and five for subsequent entries. Scroll down to Add greeting. Check the Greet me upon opening box and click OK. Follow this pattern throughout your action menu. Feel free to delete unused items once you're satisfied with your creation.

After completing this process, review the following tips for an improved Gmail email signature experience.

Don't leave spaces empty. Ensure that you fill in the required fields, whether it's your name, city, state, postal code, or similar. By filling in these gaps, you allow Gmail to detect the rest automatically.

Avoid using ALL CAPS. Although capitalizing certain words or phrases is acceptable, it doesn't necessarily mean you should capitalize your whole email signature. Using excessive caps detracts attention away from the main point of your email.

Use proper punctuation. Never substitute periods, hyphens, apostrophes, colons, exclamation marks, question marks, slashes, brackets, parentheses, quotes, brackets, dashes, plus signs, underscores, and italics for spaces. These symbols aren't part of the alphabet and thus don't appear anywhere in your body copy. They could easily trip up your reader.

Don't overuse hashtags. Hashtags are a great way to convey emotion, however, they tend to overwhelm viewers' screens. Try to avoid inserting them randomly throughout your entire signature. Stick to sparingly selecting specific ones based on your field of work.

Make use of whitespace effectively. Whitespace refers to blank areas present between paragraphs, sentences, bullets, etc. White space isn't supposed to contain any meaningful content. Therefore, it's crucial to maintain consistency across sections. If you have a lot of text, break it up into smaller chunks. Do the same thing if you have few lines of text. Keep this rule in mind when deciding whether to bold or italicize particular words or phrases.

Limit hyperlinks. Limit yourself to one hyperlink per email. Hyperlinks distract from the overall appearance of your signature and draw unwanted attention towards themselves. Remember that your goals are to make the person reading your email comfortable and respected.

Be mindful of grammar errors. Proofread your email thoroughly to catch spelling mistakes and poor sentence structure. Incorrect grammar and syntax will definitely give your audience a bad impression.

Always proofread your email. Typographical errors plague us daily, and unfortunately, they occur frequently in our signatures. Make sure to double check each word individually to prevent embarrassing mistakes.

Never use generic signatures. Generic signatures lack individuality and usually consist of nothing more than a name and contact detail. Most importantly, never mix up titles and professions. Don't say that you're a doctor if you actually work in finance.


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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The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
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