Email Signatures

Support Article ID: 81150

What is an Email Signature File and Why do we Recommend One?

If you have ever counted the number of emails that you send out during the day I am sure that you will be astonished at just how much work you really do. That's why at GTP we believe you should create a signature file that makes all forms of contact possible and professionally brands every email with your company details.

Simple and Immediate Branding

The way to do this is with a signature file which can be set up in your email program to be added to the bottom of every email that you send.

Your signature file can be a simple text footer with your name and company contact details (including your web site address). Or you can add in your company logo to create additional impact with your emails.

HTML Email Templates

Some companies go a step further and create a full email HTML template wherein the company's services are listed to remind the recipient of all the other services that are provided.  This process usually requires a design and implementation stage which we are happy to help you with.

How to Make Your Email look Professional with a Signature File

Using Outlook Express to Create a Signature

To add a signature to outgoing messages

  1. On the Tools menu, click Options, and then click the Signatures tab.
  2. To create a signature, click New and then either enter text in the Edit Signature box or click File, and then find the text or HTML file you'd like to use.
  3. Select the Add Signatures to all outgoing messages check box.

    • To use different signatures for different accounts, in the Signatures area, select the signature, click Advanced, and then select the account you want to use the signature with.
    • To use a signature on individual messages only, make sure to clear Add Signatures to all outgoing messages. When you compose the message, on the Insert menu, point to Signatures, and then click the signature you want to use.

Or Create a HTML Template

To create stationery for outgoing messages

You can use the Stationery Wizard to create new looks for your email and newsgroup messages.

  1. On the Tools menu, click Options, and then click the Compose tab.
  2. In the Stationery area, click Create New.

    • To use stationery you see in a message from someone else, select the message, and then on the File menu, click Save as Stationery.
    • A stationery file is an HTML file and can be edited in Outlook Express. In a new message window, on the View menu, click Source Edit, and then click the Source tab to make changes.
    • When creating your stationery, try to keep the file size smaller than 10 KB. Pictures and other objects can make the file too large to be easily downloaded. (Check the size of your stationery inside the Stationery folder at Program Files/Common Files/Microsoft Shared/Stationery.)

Using Microsoft Outlook to Create a Signature

Please click the Help menu item in Outlook and search for signatures.  You will find the area to edit your signature file under Tools > Options > Mail Format.

Using Thunderbird to Create a Signature

Thunderbird does not provide any built in tools to create signature files. Use your operating system tools to create them - for example a plain text editor like Notepad.

Thunderbird does not provide any special place to store signature files. You could create a Signatures directory in your profile to store them, making them easy to back up along with the rest of your profile. Or you could store them somewhere else. More On Thunderbird Signatures