Email Signatures: What These Are And How To Create One | 1-grid 

The good news is that creating email signatures is quick and can usually be done directly from your email application. 

This guide will help you understand what an email signature is, why it’s useful, and how it can improve the professionalism of your emails. 

By the end of this guide, you’ll know what information to include in an email signature, when to use different signatures, and where to configure them in your preferred email application. 

What This Means 

An email signature is a block of text, images, or both that is automatically added to the end of every email you send. 

It can include your: 

• Name  
• Job title  
• Company name  
• Phone number  
• Email address  
• Website  
• Company logo  
• Social media links  
• Legal disclaimer (where required)  

Email signatures help recipients identify who you are and provide an easy way to contact you. They also promote a consistent and professional appearance across your organisation. 

Many people use different signatures depending on who they’re communicating with. For example, you may have one signature for customers, another for internal communication, and a simpler signature for personal emails. 

Steps To Create & Manage Your Email Signature

Step 1: Decide What Information to Include 

Before creating your signature, decide what information your recipients need. 

A typical business signature may include: 

• Your full name  
• Job title  
• Company name  
• Telephone number  
• Email address  
• Company website  

Some businesses also include: 

• Company logo  
• Social media profiles  
• Physical address  
• Legal disclaimer  
• Promotional banner or campaign  

TIP: Keep your signature clear, professional, and easy to read. 

Step 2: Create Your Email Signature 

Most email applications include a built-in signature editor where you can create and save one or more signatures. 

Depending on your email application, you can: 

• Create multiple signatures.  
• Choose a default signature for new emails.  
• Use a different signature when replying or forwarding emails.  
• Insert signatures manually when needed.  

Once saved, your chosen signature is automatically added to outgoing messages. 

Step 3: Manage Multiple Signatures 

If you communicate with different audiences, consider creating multiple signatures. 

Examples include: 

• Business signature for customers  
• Internal company signature  
• Personal signature  
• Sales or marketing signature  
• Support team signature  

TIP: Using the appropriate signature helps maintain a professional and consistent customer experience. 

Important Things to Know 

• Email signatures are usually configured within your email application, not your email hosting service.  
• If you use multiple devices, you may need to configure your signature separately on each device or email application.  
• Some email applications allow rich formatting, while others support text only.  
• Large images or banners may increase email size and affect how quickly messages load.  
• Your organisation may have branding guidelines for email signatures.  

Before You Move On 

Before sending emails with your new signature: 

• Check that all contact information is correct.  
• Test any website or social media links.  
• Confirm images display correctly.  
• Send yourself a test email to review the formatting.  
• Ensure the signature looks good on both desktop and mobile devices.  

Common Mistakes to Avoid 

• Including outdated contact information.  
• Using oversized images or logos.  
• Adding too many colours or fonts.  
• Including broken hyperlinks.  
• Creating signatures that are too long or difficult to read.  

If This Didn’t Work 

If your email signature is not appearing correctly, gather the following before contacting Support: 

• The email application you’re using (for example, Outlook or Apple Mail).  
• Your operating system or mobile device.  
• A screenshot of your signature settings.  
• A screenshot showing how the signature appears in an email.  
• Any error messages received.  

This information will help us identify whether the issue is related to your email application or another configuration. 

Related Articles 

• How to Set Up an Email Signature in Outlook  
• How to Set Up an Email Signature on iPhone or iPad  
• How to Set Up an Email Signature in Windows Mail 10  
• How to Set Up an Email Signature in Thunderbird
• Creating an Email Signature in Roundcube (Webmail)
• Creating an Email Signature on Email for Business (Basic or Pro)

FAQs 

What is an email signature? 

An email signature is information that is automatically added to the bottom of your outgoing emails. 

Can I have more than one email signature? 

Yes. Most email applications allow you to create multiple signatures and choose which one to use for different emails. 

Is my email signature stored on my email hosting account? 

Usually not. Email signatures are typically stored within your email application or device. 

Will my signature appear on every device? 

Not always. If you use multiple devices or email applications, you may need to configure your signature separately on each one. 

Can I include images in my signature? 

Yes, if your email application supports HTML or rich-text signatures. Keep image sizes small for the best recipient experience. 

Can I change my signature at any time? 

Yes. You can edit or replace your email signature whenever your contact details, branding, or role changes. 

Empowering Insight 

A clear, professional email signature helps build trust with every message you send. Keeping your contact information accurate and your design simple makes it easier for customers and colleagues to connect with you. 

Need Additional Support? 

If you need help creating or updating your email signature, review the related setup guides above for your email application first.

If you still need assistance, contact us and our 1-grid Support Team will be happy to guide you further.