Creating an E-mail Signature


Design a signature within the boundaries of proper netiquette.


This question was answered on October 7, 2005. Much of the information contained herein may have changed since posting.

An e-mail signature can include just about anything you want, but there are a few standard items you’ll want to include, as well as a few to avoid:

1. Most popular e-mail programs will have an option for configuring a signature, but the location will be different for each Check the menu for commands such as ‘Tools’ or ‘Options’ For Outlook Express users, go to Tools, Options, and click Signatures.

2. The first line should be your name in whatever form you prefer.

3. The second line can be your title and company name, if applicable.

4. The third line can contain any contact information you’re comfortable indulging to e-mail recipients This is where many netizens drop the ball Remember that although you may be sending an e-mail to a single individual, that message and its contents could end up in the hands of many people Treat all online communications as public domain If it’s a business signature, consider including your business phone number, fax number, e-mail address, and mailing address Personal signatures should be limited to your e-mail address only.

5. Add the URL of your personal or professional website if desired.

6. Many e-mail programs will allow you to add an image to your signature, such as a company logo However, make sure it’s formatted properly for fast e-mail transmission and keep in mind that some recipients may have their e-mail configured to disable images or convert them to attachments Alternatively, consider supplementing a logo with a company motto.

Just like your written signature, your e-mail signature can be a unique reflection of your personality Have fun creating one that suits you Try to keep your signature to 5 lines or less; excessively long signatures are annoying, rude, and definitely don’t scream proper netiquette Cheers!

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Posted by Chad of Data Doctors on October 7, 2005