A professional signature line in your email adds credibility to your brand and helps your clients easily find your contact information. What makes for a strong and effective email signature? I will tackle that in another post, but for now we will focus on how to add your new logo or headshot to your email signature with links back to your company website or social media pages.
Here’s an example of the signature line we will create in this tutorial:
Before You Begin
Before you begin it’s a good idea to gather all the images and icons you want to use in your signature line (i.e. your logo, your headshot, you social media icons) and upload them to a location in the “cloud” that can be accessed by anyone.
Some examples of places where you may upload images for free are: Google Photos (I write more about this below) and postimage.org. I’m sure there others—just make sure that the images are in the cloud with no restrictions on who may view them.
A good source for free social media icons is softicons.com. They are free for commercial use, and there are many styles from which to choose. The link above is for a set of simple round icons, but there are many options on the site.
Create a Professional Email Signature in Gmail or G-suite
- Create a document file in Google Drive Docs, and name the file “Gmail Signature”.
- Insert a table into your google doc with 2 rows and 2 columns.
- Merge the 2 cells in the second row. To do this you will highlight or select both the cells in the second row, and right click to select “merge cells” in the list.
- Upload to your logo to Google Photos. Before you can add your logo, you will need to upload it to a location on the web that is accessible to everyone (so that you don’t end up with a broken image link when the recipient opens your email). To do this, find the logo file you plan to use, and upload it to Google Photos in a new shared album you create named “Signature-Gmail” or something you find easy to remember.
- Add your logo image to your Google Drive Doc “Gmail Signature” file in the left cell of the first row. Insert–> choose image –> click on “Your Albums” –> and click on your Logo image (the one you just saved there) and click “Select” at the bottom.
- Type or paste your signature information in the second cell of the first row and format as desired. Use fonts and colors that work with your logo and convey your brand.
- Add your social media icons. Where to find them? I like to use softicons.com because they are free for commercial use. Once on the softicons site, find the icons you need and open each in it’s own browser tab. Download the files for each to your desktop. Then upload them to the same folder on Google Photos in which you saved your logo image.
- Go back to your Doc file and insert each icon, then made each smaller. Create a space and add the next in a row. Repeat until all needed icons are added.
- Add links from your social icons to your profiles. Open your own social profiles, then copy and paste the links for each of the icons into your document by selecting the icon, then selecting the “chain link” in the toolbar, then pasting your url into the window and click “apply”.
- Make the border around the table invisible. Select the entire table. Go to the “border width” and select 0 in the dropdown.
- Create the vertical divider line shown in the example. Select the border in the cell. Go to the border width area in the toolbar and select 1.5 or 2 from the dropdown. Select your desired color from the color options.
- Add your signature to Gmail. Select the entire signature (Ctrl or Cmd+A) and copy it (Ctrl or Cmd+C). In your Gmail click on your settings icon. In the “General” tab, scroll down to the signature area. Paste your signature in the space provided (Ctrl or Cmd+V) and Save the Changes.
- Now when you click on Compose, the signature should be automatically added to your email. You’re done!
Create a Professional Signature in Mail (Mac)
The same process for Gmail signature works for Mail. Follow all the steps through 11, then:
- Open your Mail program, and begin by composing a new message.
- Select the dropdown arrows next to Signature and select “Edit Signatures”.
- Click the + to add a new signature, and give a descriptive name.
- Copy and paste the signature you created for your Gmail into the Mail Signature area,
- Drag the new signature into the email account you want to use it with, and you’re good to go!
*Note: the images appear to be missing when I pasted the Google Docs signature into Mail, but when I sent a test email, all images appeared as needed.