An email signature is an important part of your email sign-off especially when it comes to business emails. As in our previous article where we discussed adding an email signature in Outlook 2013, in this article we will show you how to add an email signature in Apple’s Mac Email client. Just like in Windows, you can add multiple signatures in Apple to several email accounts and the process will be more or less the same for the different versions of Mac OS… In this tutorial we will be using Mac OS X.
Adding an email signature is a lot easier than you may think; the biggest challenge perhaps might be deciding on the information to include in your signature and the right image that communicates your desired message for your brand.
Creating and Adding a Mac Email Signature
- First thing you need to do is open your Mac Email client and then under the ‘Mail’ menu select ‘Preferences’
- When the Preferences window opens, select the ‘Signatures’ Tab.
- In the Signatures tab, you should see 3 fields; the far left field should have different email accounts e.g. iCloud, gmail, hotmail etc. The middle field will be a listing of Signatures you have already added or none if you have never done so. The last field on the far right is the edit area for each selected signature… this is where you will edit an existing signature or create your new signature.
- Select the email account for which you wish to create a new signature or edit an existing one.
- Just beneath the middle field you should see the add & delete signs. Click the sign to add your new default signature to this email account.
- Enter a description for the signature that will help you easily remember it’s purpose and tell it apart from others in case you do create more than one signature.
- Now create your signature as you normally would by typing in the edit field mentioned above. If Mail created default signature text you can simply replace it by typing over it. (TIP: There is no need to enter http:// or https:// when entering your email. Simply type your main domain like www.companyprofiles.africa and Mail will automatically make it a live link.)
- To add an image to your signature simply drag your artwork to the Signatures Window into the edit field. Remember to ensure that your image is a small file (TIP-1: no-one wants to receive a signature image that is too big and taxing on their data so reduce image otherwise you might upset the recipients of your emails. TIP-2: Try to use an image that is mobile friendly.)
- You may use difference fonts for your messages. Mac has an option that allows you to automatically match your signature font to the message font used in the body of the email. If you wish to apply this rule to your signature then simply select the checkbox that says ‘Always match my default message font’ otherwise the font used when creating the signature will be applied.
- Last but not least, when you respond or reply to emails, quoted text from the original email is normally included below your reply. You have the option to add your signature above the quoted text below your reply message… If that is your preference then make sure you select the ‘Place signature above quoted text’ checkbox.
- If you are happy with the look and feel of your signature that is it – You are done!
Repeat the above process to create additional email signatures for other mail accounts if you have more than one setup.
Manually set a Default Signature to your Mac Email Account
You may have created a signature but not set it up as the default signature at creation. It’s fairly simple to make it a default signature for a specific email account by following the below steps:
- As before first you need to open the Mail client
- Go to the Mail menu and select Preferences
- Click the signatures tab
- Select the email account you want to add a default signature to
- Click the ‘Choose Signature’ drop-down and select the signature you want to set as the default signature for this email account. (TIP: You can automatically alternate between signatures by choosing At Random or In Sequential Order in the drop-down menu.)
- Repeat the above to set default email signatures to multiple email account and then close the window when done.
Adding a Mac Email Signature on the Fly
You may for one reason or another choose to manually apply your signature on the fly instead of having it automatically populate when you compose a new message or reply to one. In this case the following instructions will show you how to apply your email signature on the fly.
- As always the first step is to open the Mac Mail client
- Create your new email message
- Compose your message as you normally would and when you have finished, look to the right side of the message window and you should be able to see a signature drop-down. Select the desired signature and it will automatically be added below your message. (TIP: You can also use this method to replace a default Mac Mail account signature with another or to just remove it completely by selecting NONE in the drop-down selection.)
Do you have a specific email function you would like us to write a tutorial on? Just comment in the thoughts section below… or simply tell us if you found this tutorial helpful.
TIP: You can create your email signature using HTML for even more fancier effects.
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