PROFESSIONAL EMAIL SIGNATURES | For Outlook, Office 365, OWA, Gmail, iPhone / iPad, Mac Mail & More
We've focused on nothing but professional email signatures since 1999, resulting in a deep understanding of the design and technical issues surrounding the deployment of an organizational email signature program. If you'd like a turn-key professional email signature program that you can roll out with ease, you've come to the right place. We offer state-of-the-art technology that makes the lives of IT people easy while satisfying the desires of marketing and HR people for full-featured and consistent professional email signatures. No professional email signature service is as quick & easy-to-deploy as ours.
Track Record of Success: We've been hired by over 1500 companies worldwide to develop email signature programs for them. In the process, we've developed a wide array of tools, techniques and experience to draw on. Professional email signatures are definitely not a one-size-fits-all proposition and we've built our success on our readiness and willingness to tailor every project to meet the specific needs of our customers.
All Custom Work (No Boilerplates): Somewhat surprisingly, professional email signatures are quite complicated. We start every project by assessing your needs, suggesting options, and providing pricing. We then utilize our extensive collection of proprietary tools to custom tailor your professional email signature program. Following delivery, our knowledgeable support and prompt service remains available to you indefinitely.
Easy & Reliable Standardization (Non Active Directory-Based): Our professional email signatures are all data-based, but rather than relying on Active Directory we utilize a cloud-based, user-centric, approach. For each professional email signature program we provide a custom data entry form which gives users the flexibility and control they desire, while still locking them into a corporate standard. There are four levels of data for each professional email signature:
Who We Work For and What We Do: Regarding professional email signatures, we do it all. For example, we've:
We Provide Professional Email Signatures for Almost All Email Programs: Neither Android nor BlackBerry currently support the installation of HTML email signatures. They display HTML email signatures fine on received email, but HTML email signatures cannot be installed for use from these devices.
EMAIL SIGNATURES - NO LESS IMPORTANT THAN BUSINESS CARDS
A Whitepaper by Rex Weston
Additionally, there's an enormous misconception by non-technical computer users that what an email message looks like as you click SEND is what it will look like to the recipient. Wrong! Every email message, the body and the signature, is actually a small HTML computer program that gets transmitted from one computer to another (or smartphone or tablet). The device that receives this program then reads the HTML and displays the email message based on its interpretation of the HTML instructions it's received. The better the HTML you send, the more reliably it will appear on the myriad of email programs and devices in use by recipients. There's no promise of perfection, but by sending strong HTML your results will be very good.
The result of the DIY approach is a hodge-podge collection of mismatched professional email signatures that perform sub-optimally, and sometimes miserably. As I said, this is not brand-neutral, it's brand-negative.
Why Such a Problem? I believe there are two core problems. The first is that email signatures have low perceived value. Email has emerged as a communications channel over the past fifteen years or so. As we began using email, people gradually learned to add a "Sincerely" followed by their name. Then they added a phone number, then a website address, and so on. That's about where we are today. Your professional email signature doesn't feel like it has any value, because all it's ever been is a few keystrokes followed by a click of your SAVE button.
If you were to be hired by a new company, the chances are slim that you'd even think to ask about a corporate email signature. Conversely, you'd be dumbfounded to discover that they didn't issue business cards. So, here we have two things, quite similar in nature, one having little perceived value, the other being one of the most basic of professional essentials.
The lack of perceived value leads into the second problem - email signatures are actually very hard to make, and very hard to manage over a wide-scale deployment. Almost all the IT people I've worked with over the past thirteen years view email signatures as a thorn in their side - a big hassle for something that no one values very much, but at the same time, is intensely personal on an individual basis. It adds up to a lot of largely unappreciated work.
In the United States, as of 2012, law firms are the lone exception - email signatures have gradually become a legal industry standard. Within this vertical market the use of high-quality professional email signatures is prolific, and IT professionals at law firms of all sizes take their email signature programs seriously, striving for the best results.
What Makes a Great Professional Email Signature Program: A full-featured professional email signature meets the following requirements:
How to Do This: There are a number of ways of creating and deploying a standardized professional email signature program. These include:
Manually Edit an HTML Template: This fits companies up to 50 users where a skilled IT pro is available to oversee the creation, deployment, and maintenance of the email signature program in a hands-on way. This may be done using in-house IT staff, your website design firm, or an IT firm that you contract for services with.
Use an Active Directory Driven Software Solution: This fits companies of 50 or more users where IT pro's are available in a dedicated fashion, and where the firm's Active Directory is kept fairly complete and current. Vendors of this type of software include EmailSignature, Symprex, and CodeTwo.
Use an Online Signature Creation Service: This fits any sized company and largely removes the burden from IT professionals, shifting control to the Marketing/Communications or HR staff in the company, while transferring the technical burden to the vendor of the online service. This service is offered by DigiTechBRANDING.
Regardless of which approach you take, the benefits to your brand, and the individual professional personas of those in your firm, will be immediate and well worth the effort and cost.
KEY FEATURES AND CAPABILITIES OF AN EMAIL SIGNATURE
Embedded Website Links: Professional email signatures that effectively integrate an appropriate collection of embedded hyperlinks add significant marketing power to routine outgoing emails.
Social Media Links: Icons or text can be used to link your professional email signature to LinkedIn, Twitter, Facebook, etc - these links can be either to social media pages that are specific to each user, or to the social media pages that have been created for your company overall.
Downloadable v-Cards: By incorporating links to downloadable v-Cards into a professional email signature, message recipients are able to easily add the sender's contact information to their address book.
Map Links: Including links to online maps (we prefer Google) complements the physical address information included in most professional email signatures.
Disclaimers & Confidentiality Statements: Disclaimers or Confidentiality Statements are integrated neatly and effectively into our professional email signature designs.
Clear, Sharp, Images: If you use Outlook 2007, 2010 or 2013, the fuzziness caused by image pixelation can be resolved through proper email signature programming techniques and then the proper configuration of Outlook.
Accommodates User Variations: We understand the personal nature of professional email signatures - some users want a cell phone number, some don't, some have a LinkedIn page, some don't, some use a title, some prefer not to, and so forth. One of the premier strengths of our service is its ability to self-adjust for these end user variations with no extra effort by anyone.
Optimized for Receipt on Smartphones: Receiving email on smartphones is becoming more commonplace every day. Our professional email signatures can be optimized for display and performance when received on a smartphone (some design considerations apply).
Embedded Links: Our professional email signatures seamlessly integrate a variety of embedded hyperlinks. We'll provide guidance as to what links to include in your email signature, and will work with you to incorporate any special links you'd like to include - maybe a link to an online catalog or a newsletter sign-up page, for instance.
Links to Social Media: Professional email signatures can incorporate links to various social media sites. These links can be specific to an individual user, or can go to the corporate page on any social media site. When specifying / creating their professional email signature, users can include some social media sites, and ignore others. For instance, in this example, Bob Madzar didn't have a blog or YouTube page. He specified URL's just for LinkedIn, Twitter, and Facebook. His email signature automatically corrected its layout when he generated it, skipping the blog and YouTube icons.
vCard Distribution: v-Cards (VCF files) are an Internet Standard for the distribution of contact information. They are designed to be recognized by most email (and many other communications programs) and can be instantly saved to an address book.
Shown below is a partial example of the type of information that can be included in a v-Card.
To see how our links to v-Cards work, click here to open an actual vCard - click OPEN when prompted.
As a standard part of our professional email signature service, we create vCards for our customers and include links to them in our professional email signatures, enabling message recipients to easily save complete contact information to their contact manager.
Maps: Integrating links to online maps within professional email signatures make it easy for message recipients to find their way to the message sender's office.
Confidentiality Statements & Disclaimers: Upon request we will add a disclaimer or confidentiality statement neatly beneath your professional email signature. If some users need more than one disclaimer, or if different users need different disclaimers, this is not a problem.
Image Pixelation is Eliminated: If you use Outlook 2007, 2010 or 2013, image "pixelation" or fuzziness can easily occur when inserting graphics into professional email signatures. Our signatures overcome this problem through proper coding techniques, graphics, and installation.
Accommodating End User Variations: Small nuances in people's professional email signature needs can cause big headaches. We utilize proprietary production techniques to automatically format our professional email signatures based on what data the user chooses to include, and what data they decide to exclude. This resolves a tremendously complicated issue faced by anyone trying to execute a large-scale deployment of professional email signatures.
There are very few constraints to what we can and can't do in this regard. The result is that you, and your users, get what they want - professional email signatures are meant to be personalized, we make sure they are.