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Create a Professional Signature in Microsoft Outlook

You don't have a second chance to make a first impression. The same goes for a professional-looking email signature. Leaving a lasting impression in any environment is tricky, let alone doing it at the end of an email.

Quick Tips to Create a Professional Signature in Microsoft Outlook

You don’t have a second chance to make a first impression. The same goes for a professional-looking email signature. Leaving a lasting impression in any environment is tricky, let alone doing it at the end of an email. If you have a sneaking suspicion your email signature is not up to par, it may be time to consider what makes a professional email signature in Microsoft Outlook.

Why Create a Professional Looking Signature?

Consider this, the average person sends about forty emails a day, which is about two hundred emails in a week and 10,400 emails over a year. Why waste the perfect opportunity to share information that helps to build confidence, trust and rapport with your recipients. With a well thought out signature, it gives you the opportunity to promote your company, your goods and services and yourself. A strong looking professional signature needs to be attention-getting without being over-the-top.

Here’s an example of an email signature received by Sam Gribart of the New York Times.

Ernst Stavro Blofeld
Leader, Number 1
SPECTRE – Special Executive for Counter-Intelligence, Terrorism, Revenge and Extortion
12 Rue des Méchants
75000 Paris, France
P: +33 1 12 34 56 78
F: +33 1 87 65 43 21
M: +33 1 22 33 44 55
E: [email protected]
Follow me on Twitter: www.twitter.com/ernieblo
Skype: meanguyspectre

Stop the email signature insanity! Here are some quick tips on how to create a professional signature that you will be proud to add to Outlook.

1. Limit the Lines

Limit the line you use. Don’t use any more than 3-4 lines of text. You don’t need to overthink it, all you really need is:

  • Your Name
  • Title (optional), Company (linked to your website)
  • Phone number

2. Limit the Information

Resist the urge to throw in everything but the kitchen sink as the example above. Prioritize the most important information that recipients need rather than including every social media or website link.

3. Don’t Include Your Email Address

Sounds like Captain Obvious but don’t include your email address – they already have it when they receive your email. It only adds clutter and takes up space that could be used for other important information.

4. Include an Image

People relate to people and visuals capture attention. Using your corporate logo or a simple, professional headshot can add authority to build trust and rapport.

5. Don’t Promote Your Personal Agenda

No one really cares if your dog is an Instagram star or how many kids you have. Sure be proud of those things but if it’s not directly related to your professional life, don’t share personal information. Of course, if your business is a dog grooming business, perhaps a picture of your dog may be relevant!

6. Don’t Go Crazy With Color or Fancy Fonts

What good is an email signature if it’s hard to read? Say no to fancy fonts and too many colors. If in doubt leave it out! If you do use color, make sure the colors are part of an approved corporate style guide. Many businesses have a style guide to provide users with what colors and fonts to use. In some cases, these style guides also dictate the creation and use of email signatures.

7. Optimize Your Signature For Mobile Devices

Many emails are read on smartphones or tablets, therefore ensure your signature is optimized for these devices. If in doubt, send yourself an email and check your signature is clear and easy to read on your mobile.

8. Showcase Your Social Feeds

Without going over the top, look to showcase your most important social feeds to boost either your personal or professional brand or the brand of the company you work for.

9. Link Your Blog or Newsletter

Every newsletter or blog subscriber is a potential lead or contact. Add a subscription link to your newsletter or blog to grow your contacts. Keep in mind the KISS principle, and keep it simple. Don’t add too many links – if you do the less likely the recipient will click on it.

If you need help in setting up your email signatures in Outlook or with any other IT issues, call the professionals at K2 Technologies (307) 209-3447 or schedule a no-obligation appointment via email to [email protected]. As America’s top small business Microsoft partner, we are here to help.