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HOW TO CREATE YOUR EMAIL SIGNATURE UPDATE

HOW TO CREATE YOUR EMAIL SIGNATURE UPDATE

You’ll also likely need to grant edit access to the Google Apps Directory if the manager needs to update the contact information in an employee’s profile.

Expand the Directory tab and select Email Signatures under Email/Calendar tools.

To do that, you’ll need to create an access role: For example, you could allow your VP of marketing to change his team’s signatures to include a link to the most recent news article about the company. If you’re the super admin on your domain, you can delegate the ability to apply signatures to others in your organization. Make sure they know they’ve just received a new email signature and they shouldn’t change it on their own. You can even make the sig re-apply itself on a daily, weekly, or monthly basis to override changes users make from within their own Gmail settings.įinally, inform your users. You can apply the signature immediately, or schedule it to happen later.

Click “Continue” again to review and apply the signature.

Choose the users you want to apply the signature to.

Now that you’ve formatted the signature, you’ll choose the users you want to apply it to: If you didn’t set this condition, their signature would contain an ‘m.’ followed by a blank space. In the above image, note the words “IF EXISTS.” This means a user’s mobile number (for example) will only appear in the signature if it’s filled out in his user profile. If you’re including an image like a logo or social icons, a recent update makes it easy to host it on Google Drive. If you choose to start from scratch, you can insert the signature in the visual editor or use the source editor.

Choose one of the pre-created signatures, or start from scratch.

Under “Create a Signature, click Get Started!.

To create a signature template in BetterCloud: Using BetterCloud’s Signature Tool, you can apply your template to individuals, groups of users, or the whole company. If you’re an IT admin and you’re setting an org-wide signature, use a third-party tool like BetterCloud.

Click “Save Changes” at the bottom of the page.

Deselect the radio button labeled “No Signature” and paste your new sig into the box.

Under the General tab, scroll down to Signature.

If you’re acting independently, do it in Gmail settings.

Now you can come back here, select the link, and see exactly how many people have visited it from your email signature.

Type in a name you can remember and save.

Click the pencil icon in the sidebar that appears.

Now we need to name it something you’ll be able to remember.

Paste the link you want to lead people to into the “Paste a long URL here to shorten” box.You can use link tracking to see who’s clicking on it, which can help you test the effectiveness of headlines and identify people who want to learn more about your company. Or you could trumpet a recent big win by linking to a news article about it. If you’re in marketing, it might be a link to an awesome survey you just published. If you’re in tech support, that could be a link to an oft-referenced FAQ page. You can, and should, include up to one (1) useful link. Use sizes that complement the body of your email-nothing larger than 12 pt. You could use one font for a headline item, like your name and the labels of each line of contact info, and a second font for the contact information itself. If you can, use the same fonts as your logo. Choose one accent color to go along with one or two neutrals. Play off the colors in your company logo. It should have your company’s name in it as well. End with your company’s logo, the same one that appears on your business card. Your signature is a digital business card, and similar rules apply: One man’s motivational treasure is another man’s fortune-cookie garbage.

They expect to find these things in your signature, so you should put them there. These are pieces of information that people outside your company are likely to need, especially if you’re interacting with them for the first time. It should reinforce your brand.Īt the least, your signature should contain your: Every word in it should have the potential to save your recipients time. Your work signature isn’t about expressing your individuality that’s for your personal e-mail. You’ve got your own stories, I’m sure, of clipart and pixelated logos and way-too-long corporate disclaimers.Īt BetterCloud, we enforce uniform email signatures for all our employees. I’ve seen other people get creative with fonts, slapping Comic Sans or Papyrus onto their text. One of the reporters at my college newspaper had a signature that ended with a quote: “Only shooting stars break the mold.” Every time I got to the end of one of her messages, I rolled my eyes, and I bet the professors and politicians she emailed had a similar reaction. Has an email signature ever made you cringe?