How to a Create Signature Block on Email

By Lynn Holmgren

A signature block is a block of text automatically attached at the bottom of an email message, usually consisting of one or more lines containing brief information on the author of the message. A good signature block can make an email look more professional and save you the hassle of re-typing common information that you want included in most or all of your emails.

Step 1

Open your email client and sign into your account.

Step 2

Select "Options," "Settings," or "Preferences" and then "Email Signature." (The correct menu depends on your email client.)

Step 3

Fill in the blank text box with the information that you want to appear in your signature. Stick to a basic font and format that will sign your message succinctly rather than distract readers from your message.

Step 4

Decide whether your signature block is for business use, personal use or both. Include contact information such as your name, title, phone number, email address or owned URL sites (if applicable) in business signature blocks. Add a quote, picture or link to favorite URL sites in personal signature blocks.

Step 5

Select the "Automatic" feature that will include the signature on every outgoing message.

Step 6

Check your signature by sending an email to yourself. Make any changes by returning back to "Options."

Tips & Warnings

  • Update your signature information at any time by simply going back into "Options" and deleting or adding text.
  • The information that you share can potentially be forwarded and seen by people other than the original recipient, so you want to make sure that it is appropriate and professional, especially if it is mainly used for business email.

References & Resources