Do you painstakingly type out your name, contact info and mailing address at the bottom of every email? Sign your messages with just a hastily scribbled first name? Or worse – send abrupt, unsigned missives that confuse recipients as to who they‘re actually talking to?
If so, it‘s time to step up your email signature game.
Crafting a professional, perfectly formatted signature takes your correspondence to the next level. It lets the recipient know exactly who you are and gives your words an air of credibility.
In this comprehensive guide, you‘ll learn all the insider tips and tools for creating signatures that get results – in Gmail and beyond.
Here‘s what we‘ll cover:
- The importance of email signatures
- Step-by-step instructions for Gmail signatures on desktop & mobile
- Formatting signatures for impact
- Controlling precisely where and when signatures get added
- Fixing common signature errors
- Designing signatures for multiple devices
- Expert techniques used by the pros
Let‘s dive in!
A Brief History of Email Signatures
It may surprise you to learn that email signatures have been with us since the earliest days of electronic communication.
In 1972, when researchers first sent messages on ARPANET – the earliest version of the internet – a signature was considered an essential sign-off. It confirmed the sender‘s identity at a time when malicious hacking was rampant.
These primitive signatures contained only a person‘s name, telephone number and physical mailing address.
By the late 1980s, the commercial availability of personal computers led to an explosion of email usage…along with major annoyances from improperly formatted (or missing) signatures.
In 1991, along came the first email signature standard – RFC 1288 – which dictated including essential contact details at the bottom of all messages.
Signatures quickly evolved from plain text sign-offs to incorporating:
- Company logos
- Links
- Images
- Taglines
In the past 30 years, professional email signatures have become expected in workplace communications. Studies show customized signatures even increase open and response rates.
And that brings us to today: signatures are an indispensable way to brand yourself and immediately convey your expertise.
Next let‘s dive into actually creating one with Gmail‘s signature tool.
Step-by-Step: Adding A Signature In Gmail
Ready to level up your sign-offs?
Use these step-by-step instructions to add a polished, professional signature to all outgoing Gmail messages:
On Your Desktop
Adding a signature via Gmail‘s web interface only takes a minute.
- Click the Settings gear icon and choose See All Settings
- Select Signature from the menu on the left
- Click the Create New button
- Give your signature a name, then click Create
- Type or paste your signature content
- Under Signature Defaults, choose when to insert this sign-off
- Scroll down and click Save Changes
I recommend creating different signatures for New Emails vs Replies/Forwards.
You can also configure device-specific signatures that only get inserted when sending from your desktop, phone, etc.
Now whenever you compose an email, your signature will automatically appear above the send button.
On Mobile Devices
To insert a sign-off on your iPhone, Android phone or tablet:
- Open the Gmail app and tap the hamburger menu
- Choose Settings
- Tap Signature settings
- Turn on Mobile Signature and type your content
- Tap OK (Android) or Done (iOS) to save
Remember, mobile Gmail only supports plain text signatures.
Signature length is also more limited on smaller screens. Keep things brief!
Crafting A Credibility-Boosting Signature
Now that you know how to insert Gmail signatures, let‘s explore best practices for what makes an effective email sign-off.
Follow these guidelines to project professionalism and authority with every message:
Lead With Your Full Name & Title
Put your name front-and-center so recipients immediately know who they‘re hearing from.
For formal communications, use your full first and last names. Add professional credentials like degrees and certifications that establish expertise in your field.
Describe Your Role
Quickly set context by describing your position, specialty and responsibilities. This helps the reader understand your relationship to the content.
For example, "Social Media Manager and Customer Advocate at CompanyName, helping brands build communities."
Insert Contact Methods
Make it easy for recipients to get in touch by listing:
- Email address
- Phone number
- LinkedIn profile
- Website
- Mailing address
Linking to your social profiles also helps readers learn more about you.
Add Visual Branding
Include logos, graphics or headshots to boost recall and recognition. Studies show emails including images have higher open rates.
On desktop, Gmail signatures support JPGs, GIFs and PNGs up to 4MB in size. Mobile apps allow text only.
Wrap Up With A Tagline
Summarize your personal or company-wide motto in a short, tweetable phrase that sticks in readers‘ minds.
For example:
"Data-driven stories that connect with audiences"
Now let‘s explore more advanced tactics to take your signatures from basic to brilliant.
Optimizing Gmail Signature Positioning
Where you insert your signature within message threads can significantly impact reply rates.
Gmail offers precision options for adding your sign-off:
Above Quoted Replies
When participating in long email chains, choose this setting to keep your signature visible above all previous back-and-forth commentary.
Below Your Replies
Alternatively, you can append your contact information below your own reply content to close out the message.
Per-Account Configurations
Craft a unique sign-off for your personal account, and separate ones for each work/client email you use. Granular settings make this possible.
Take the time to test out which positioning works best. I recommend above quoted replies in most business situations.
Common Gmail Signature Mistakes To Avoid
While well-executed signatures instill confidence, poor signatures undermine your credibility.
Steer clear of these all-too-common blunders:
Too Salesy or Promotional
Avoid overkill calls-to-action to buy your product or click your links. Signatures are for establishing professional presence, not hard sells.
Too Much Branding
Resist overusing company colors, multiple logos and advertising slogans. You want recipients focused on your message, not flashy images.
Too Long
Keep signatures concise at 5 lines or less. Anything longer risks clipping on mobile and tablets.
Typos or Errors
Double check for mistakes before inserting your permanent sign-off. First impressions matter!
Signature Specs Cheat Sheet
To design signatures that work seamlessly across devices, it‘s important to know Gmail‘s formatting rules and limitations.
Consult this table:
| Feature | Desktop | Mobile |
|---|---|---|
| Text length | No hard limit | Keep under 5 lines |
| Text formatting | Bold, italic, links allowed | Plain text only |
| Images | Logos, graphics allowed | Not supported |
| Syncing | Signatures don‘t auto-sync | Must create separately |
As a rule of thumb, start by optimizing for mobile, then enhance desktop with addition formatting.
Final Takeaways
Adding a professional signature in Gmail provides immense benefits: bolstering your authority, driving site traffic, making contacts easy, and boosting brand recognition with each and every email you send.
Hopefully this guide provided everything you need to know – from Gmail signature basics to advanced settings and formatting tips.
The keys are keeping signatures concise, error-free and well-designed. Treat your sign-off as a personal branding tool that makes meaningful first impressions.
Soon your custom signature will be generating clicks, opens, referrals and measurable impact each time it appears.
Now put these tips into action! In just minutes you can be projecting a polished, professional presence with every email you send.
The image featured at the top of this post is ©Wachiwit/Shutterstock.com.
