Email signatures today are much more than just a formality; they serve as a true digital business card. Infinitely customizable, they can convey your company's brand image, facilitate contact, and even become a highly powerful marketing tool. In this article, let’s explore how to leverage Outlook signature templates to create a professional and visually appealing email signature.
Some people still prefer to create an email signature from scratch or use an HTML signature generator. The problem with this approach is that it quickly becomes too manual, especially if you frequently change your signature or have a large number of employees.
On the other hand, using an Outlook signature template offers multiple advantages in the email signature creation process. Here are a few:
So, unless you have a very clear vision or strong design skills, using a predefined Outlook signature template can save you a lot of time. That way, you can focus on more important tasks… whether it’s your daily responsibilities, preparing for your next golf game, or planning world domination — no judgment here!
Flexibility and customization are essential when creating your email signature. Fortunately, you have several options, each offering its own templates or examples of professional signatures and design tools. You just need to choose the option that best suits your needs!
Microsoft Outlook provides basic free options for creating signatures. For simple needs (such as adding text, links, and images without highly precise formatting control), the templates available can help you create a signature quickly. However, be aware that Outlook’s signature templates are actually Word templates. This means you are limited by what Word offers in terms of formatting.
To use a free Outlook signature template, you need to edit it in Word and then copy and paste the final result into your Outlook email signature.
While these templates may work for basic needs, they often lack customization and design flexibility. You can include essential details, but creative options remain limited.
Canva is a well-known company providing user-friendly design tools. It also offers email signature templates that you can edit in a graphic editor and export as an image. This approach gives you significant creative freedom with many customization options.
However, be cautious: since the final result is an exported image, you are limited in terms of clickable links. If you export your signature as a single image, you can only integrate one link.
To include multiple links (e.g., social media icons), you’ll need to export and integrate separate images.
Another limitation: if your company has more than 50 employees, making updates to all signatures can be a real headache. Good luck ensuring everyone actually applies the changes!
Email signature management tools are also available on the market, allowing you greater control over your email signature and those of your team members.
For example, at Letsignit, our tool is specifically designed for creating and managing professional email signatures. With direct integration into Outlook, our solution simplifies the signature creation process with customizable templates while also making it easy to manage signatures for a large number of employees, ensuring perfect consistency and uniformity.
To determine what makes a good template and filter out ineffective ones, here are some best practices to follow:
An effective email signature should be both informative and visually appealing.
At Letsignit, we have designed our tool to go far beyond simple email signature creation. Here’s how our solution can revolutionize (yes, let’s be bold!) your email communication strategy:
So, which signature template will you use when creating your new Outlook signature?
Yes, with the 'Campaigns' offer, it is possible to track the number of clicks on the email signatures of all your employees in the 'Statistics' area of the platform.
You can then access a detailed or global view of the number of clicks on the email signatures of each employee. You can use the search option to target a specific signature or a given period. Finally, you have the possibility to export all statistics to an Excel document.
If you launch campaigns with banners inserted in your email signatures, you can also access their performance via this same space.
With Letsignit, you can easily add social network icons in your collaborators' email signatures and link to your company pages. Also, our "attributes" feature allows you to manage personalized URLs for each of your collaborators such as their individual LinkedIn profile.
And that's not all: you can add links to an appointment-setting application, allow your customers to leave reviews easily, and integrate our 'Chat on Teams' widget to let anyone start a discussion via Microsoft Teams chat.
It’s up to you! As an administrator of the Letsignit platform, you choose whether or not to grant modification rights to your employees. These permissions are managed on an attribute-by-attribute basis, which means that you can decide to allow the employee to change their phone number, but not the address of your premises, for example.
This feature applies to all attributes in your directory, including custom attributes created on Letsignit. When your employees change one or more attributes, your directory is obviously not affected.
It often happens that employees make their email signature their own: custom format, bad fonts, colors inconsistent with the brand standards... all of this has an impact on your brand!
A consistent visual identity is considered authentic and outperforms a perceived weak one by 20%. And, your customers are 2.4 times more likely to buy your products.
With Letsignit, take back control over your brand identity by standardizing all your email signatures. Our tool has many features that allow you to customize your signatures by department, by audience or by subsidiary. Not to mention the possibility of carrying out campaigns within your email signatures thanks to our Campaign offer.
What is the user experience like for our employees?
In both cases:
In short, they have autonomy in their email signature, but you keep control on the field, signatures, and banners they can edit or use.
With our "multi-signature" feature, your employees can benefit from multiple email signatures. No technical manipulation is required. Thanks to our Add-in for Outlook or the desktop app, they can change their email signatures as they wish with just a few clicks.
Regarding the creation of email signatures, you can make several variations such as:
Everything has been thought of to go further in the personalization process based on the recipient of your emails.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
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