Creating an Email Signature

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microsoft outlook

Email signatures give persons quick access to your primary contact information. Also, your signature is also a great way to link to your website so that you can build web traffic from normal daily email conversations. I will give instructions for Outlook 2007/2010 versions below. If you are using Outlook 2003, the concept is similar. If you are not using Outlook at all, you still will benefit to browse below to some concepts that you can consider regardless of your email app.

In Outlook, go to the tools menu and choose Options. In the dialog box, choose the “Mail Format” tab. Look for the “Signatures…” button and click it.

outlook options dialog

On the next dialog, you can create a signature. Click the “New” button. Type a name to identify the signature. For example, a simple thing to do is to use your first name. If you have multiple email accounts, and need multiple signatures, you could name the others with additional description.

In the lower part of the box is where you can type the information about how best to contact you. Most of my correspondence is electronic, so I choose only to put my email, web, and cell references. As a real estate professional, you will want to put your mailing address also. We all have electronic address books these days. When you receive an email from somebody new, if you are like me, you'll copy all the content from their email signature and paste it in to the fields of a new contact card for them. In this sense, for the person who needs to create a new contact card, having complete information is useful. You might be inclined to not put your email address thinking that "it is by email I am contacting them, they can get it from the sent by box" - True, but it is easier to grab to copy/paste and it is a more visible form to include it as part of your signature.

Notice that when you type your website, you want to have it converted for you to a hyperlink. This is very important. You WANT them to click through to your website. Many programs convert web addresses to hyperlinks automatically. If your address does not convert, usually it will do so if you type an extra space at the end. If it still does not, you can then select the text and right-click to choose the "insert hyperlink" option. Often I see emails either without the website reference or the website reference is not in a hyperlink form - DON'T let that be YOU too!

When you create your signature, you might want to consider its vertical layout. If you did one line for each part, the HEIGHT of the overall signature could get quite tall. As you know, email conversations go back and forth. Having to hop over a huge signature to get to the next content is distracting. So, what I like to do is to display more than one item in each line thus keeping it tightened up vertically.

signature edits

At the top-right of the dialog box, you can choose to include the signature on new messages (that’s for sure) and also if you want it on your replies. If you reply back and forth many times and put a signature on EVERY message, your conversation thread becomes a little distracting with signature info everywhere. However, you can choose to include signature on replies and then opt to manually delete it as needed in the cases of long back and forth conversation emails.

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Ambassador
1,191,894
Harry F. D'Elia
Real Estate and Beyond, LLC - Phoenix, AZ
Investor , Mentor, GRI, Radio, CIPS, REOs, ABR

Thanks for sharing this simple procedure in MS Outlook. Simple instructions to understand.

Sep 01, 2010 09:07 AM #1
Rainmaker
2,483,945
Joan Cox
Metro Brokers - House to Home, Inc. - Denver Real Estate - 720-231-6373 - Denver, CO
Denver Real Estate - Selling One Home at a Time

I use Outlook, and have done my electronic signature with web site --- great useful points!

Sep 01, 2010 09:35 AM #2
Rainmaker
327,652
Lori Churchill Cofer
Beasley Realty - Pullman, WA
Realtor - 509-330-0086 - Pullman, WA

Craig,

Very nicely explained as always.  I like the program you use for screen shots and explantions. Mind sharing that one?

Sep 01, 2010 10:04 AM #3
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Craig Daniels
Tech Training for You! - Staten Island, NY
Technology Instructor/Project Consultant

Lori - thanks, always glad to see you pop up! - I use Corel Draw for my illustrations. It is the competitor (lower-cost) to Adobe Illustrator. There are other draw programs out there like in Open Office for free. I could do a future blog post on screen captures and illustrations for your blog! I should add that to my list! I'm in the 30/30 challenge so I need to keep my list filled.

Sep 01, 2010 10:11 AM #4
Rainmaker
360,560
Rodney Mason
On Q Financial - Atlanta, GA
FHA 203(k) & HomeStyle Renovation-AL,GA,TN

It still surprises me how many agents do not have their contact info in an email signature.

Sep 01, 2010 10:16 AM #5
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Craig Daniels
Tech Training for You! - Staten Island, NY
Technology Instructor/Project Consultant

Lori - also there is a great little capture program made by techsmith called Jing. You can do screen snapshots and then add boxes, text, arrows and then save the graphic for use on a blog (or document). You can get it here techsmith.com/jing

Sep 01, 2010 10:53 AM #6
Rainmaker
327,652
Lori Churchill Cofer
Beasley Realty - Pullman, WA
Realtor - 509-330-0086 - Pullman, WA

Craig,

Thanks so much!  I will have to look for that post....I have people often ask me how I do things....I am OK at figuring it out...not so great at explaining... :)

Sep 01, 2010 11:17 AM #7
Rainmaker
503,396
Teral McDowell
Referral Patners LLC - Murphy, TX

Always a good thing to have!

Sep 02, 2010 01:56 PM #8
Rainer
240,570
Michele Miller ~ REALTOR®, LMC, HSE, CHS, SRES, CMRS
ERA Key Realty~Worcester County Realty Group - Worcester, MA
'Helping You Make the Best Move"

Thanks Craig!

Sep 02, 2010 09:12 PM #9
Rainer
166,415
Andy Chaudoir
Professional Inspection Services - Georgetown, Texas - Georgetown, TX
Your Home Inspection Connection in Central Texas

Hello Craig - I love all the great information you provide.  Thanks a bunch.

Sep 13, 2010 10:18 PM #10
Rainer
205,080
Mihir Gandhi
First Team Real Estate - Placentia, CA
Real Estate in Placentia - North O.C. CA

I believe a personalized email signature is very important - thanks for sharing the information.

May 02, 2011 11:53 AM #11
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Craig Daniels
Tech Training for You! - Staten Island, NY
Technology Instructor/Project Consultant

hello everybody - thank you for visiting and commenting - glad to see this post have continued reference!

email signatures (and blog signatures) I find are often way tooooo long, I'll have to write another blog post about that too! :)

May 03, 2011 02:27 PM #12
Rainmaker
145,485
Jeremy Joslin
Coldwell Banker Residential Brokerage - South Windsor, CT
Professional Real Estate Marketing and Sales
thanks Craig.  I use gmail. Since you are also a google fan do you know if there is an easy way to add my photo to my signature in gmail.
May 07, 2011 09:17 PM #13
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