Setting Up Custom Email Signatures

This article shows you how to set up professional email signatures for your business domain email address.

1. Prepare Your Signature Information

Before creating your signature, gather the information you want to include:

• Your full name and job title
• Business name and address
• Phone number and website URL
• Social media links (optional)
• Business logo (save as JPG or PNG, maximum 200KB)

Keep signatures concise. Include only essential contact information that customers need.

2. Setting Up Signatures in Gmail

If you use Gmail with your custom domain:

1. Open Gmail and click the gear icon in the top right
2. Select "See all settings"
3. Scroll down to the "Signature" section
4. Click "Create new" and give your signature a name
5. Type your contact information in the text box
6. To add your logo, click the image icon and upload your file
7. Highlight your website URL and click the link icon to make it clickable
8. Choose whether to add the signature to new emails, replies, or both
9. Scroll to the bottom and click "Save Changes"

Test your signature by sending yourself an email.

3. Setting Up Signatures in Outlook

For Microsoft Outlook users:

1. Open Outlook and go to File > Options
2. Select "Mail" from the left menu
3. Click "Signatures" button
4. Click "New" and enter a name for your signature
5. Type your contact details in the text box
6. Select text and use the formatting buttons to change fonts or colors
7. To add your logo, click "Picture" and select your image file
8. Choose which email account to use this signature with
9. Select whether to add to new messages, replies/forwards, or both
10. Click "OK" to save

Your signature will now appear automatically in new emails.

4. Setting Up Signatures in Apple Mail

For Mac users with Apple Mail:

1. Open Mail and go to Mail > Preferences
2. Click the "Signatures" tab
3. Select your email account from the left column
4. Click the "+" button to create a new signature
5. Enter your contact information in the text area
6. Drag your logo image directly into the signature box
7. Highlight your website URL and press Command+K to make it a link
8. Close the preferences window to save

Apple Mail will apply your signature to outgoing emails automatically.

5. Mobile Email Signatures

Most email apps on phones and tablets support custom signatures:

iPhone/iPad Mail:

• Go to Settings > Mail > Signature
• Replace the default text with your business information
• Keep mobile signatures shorter than desktop versions

Android Gmail:

• Open Gmail app and tap the menu (three lines)
• Go to Settings > your email account > Mobile signature
• Enter your contact details

Avoid adding images to mobile signatures as they often don't display correctly.

6. Best Practices for Email Signatures

• Keep signatures under 6 lines of text
• Use standard fonts like Arial or Helvetica
• Make sure your logo is small (150x50 pixels maximum)
• Test signatures across different email clients
• Include your website URL to drive traffic back to your site
• Avoid too many colors or fancy formatting
• Update signatures when your contact details change

If you need help setting up email forwarding for your domain, see our guide on how to set up email forwarding.

If you're still stuck with setting up your email signature, contact our support team through your Web60 portal for assistance.

FAQ

Q: Can I use different signatures for different email accounts?

A: Yes, most email clients let you create multiple signatures and assign them to specific accounts. You can have different signatures for different businesses or roles.

Q: Why doesn't my logo appear in emails I send?

A: Email logos often get blocked by default in many email clients. Make sure your image is small (under 200KB) and in JPG or PNG format. Some recipients may need to "load images" to see it.

Q: Can I include social media icons in my signature?

A: Yes, but keep it simple. Include only the social platforms where your business is active. Too many icons make signatures look cluttered.

Q: Should I include my full address in my email signature?

A: Include your address if customers visit your physical location. For online-only businesses, city and country are usually sufficient.

Q: How do I make my phone number clickable on mobile?

A: Most email clients automatically detect phone numbers and make them clickable on mobile devices. You don't need to add special formatting.

Q: Can I add a disclaimer to my email signature?

A: Yes, you can add legal disclaimers, but keep them brief. Long legal text makes signatures look unprofessional and may get cut off.

Q: What should I do if my signature looks different in different email programs?

A: Email clients display signatures differently. Test your signature by sending emails to different providers (Gmail, Outlook, etc.) and adjust formatting as needed.