There are many email signature tools on the market. Choosing the best one can be a challenge, especially if you don’t deal with creating or managing email signatures on a daily basis. I guess you could test all email signature software on the market to see which one is the best, but I have a better idea.
We work with email signatures every day. We live and breathe email signatures, they’re our bread and butter. That’s why we’ve decided to put together a list of the most important characteristics that the best email signature tool should have.
What is the best email signature software?
The best email signature software should be:
- 100% reliable.
- Flexible.
- Easy to use.
It’s obvious that vendors will pitch their own tool (guilty as charged). So how can you verify whether certain software lives up to its creators’ promises? Either test it yourself or look for organic reviews on sites like G2, Capterra or TrustRadius.
But for now, let’s dive a bit deeper into different types of signature software. There are different kinds of signature tools and to choose the right one, you need to ask yourself one question “what do I need?”.
So, if you need to:
- manage signatures for everyone in your company,
- create one signature design that gets automatically personalized for everyone in your team,
- get intelligent signatures that change based on recipients, keywords or other variables…
… then you probably need an email signature manager.
On the other hand, if you need to:
- design an awesome email signature,
- add an email signature to your Outlook, Gmail or <insert your mail app here>,
- get a professional email signature but have no idea where to start…
… then you probably need an email signature generator.
What is an email signature management tool?
An email signature manager is a tool that not only lets you design a signature but it also integrates with your company systems to make sure every employee gets the right signature, with their own personal details.
Why? Think about this scenario:
You have a team of 100 employees. Each employee sends around 30 emails a day. That’s 3,000 brand impressions daily. To put it simply, a brand impression is any interaction with your brand. In this case, it refers to how many times your clients see your business email signature (which can either look professional or not). Each impression can be either a risk or an opportunity. Let’s make a list (or two lists, to be exact).
Risks
If a company doesn’t manage its email signatures, it may need to deal with several risks:
- No signature means a customer or lead never sees an alternative contact channel like a phone number. This translates to lost opportunities or decreased customer satisfaction.
- A broken signature layout, an old logo or outdated contact details –all of these can damage your brand.
- Non-compliance with some legal requirements.
- And that’s just off the top of my head. See what other email signature mistakes can hurt your brand.
Opportunities
Having a unified email signature layout is already a huge step toward true professionalism in email communication – consistency is key to making your brand more noticeable and trustworthy. And there’s even more you can achieve with a smart approach to using email signatures:
- Create effective email marketing campaigns without the need for profiling.
- Collect customer feedback easily with one-click surveys.
- Include scheduling links to simplify demo bookings and 1-on-1 meetings.
- Run targeted or customized campaigns for specific markets, teams or recipients.
Why use an email signature tool?
With these risks and opportunities in mind, businesses can’t afford to overlook email signatures. They are a valuable asset.
Theoretically, you could manage email signatures without any additional tools. But in practice, you’ll either spend hours setting up signatures for every user in your organization or fixing those set up by users themselves – who often forget to keep the signatures up to date, set them up on all devices (including mobiles) or get overly creative.
What is the best email signature manager?
The best email signature management software needs to:
- offer centralized management for quick, company-wide updates,
- let you easily add personalized signatures to all emails,
- include an easy-to-use email signature designer,
- be 100% reliable & secure,
- work with all email apps and devices,
- keep signatures automatically up to date (e.g. sender info, contact details),
- support advanced rules (e.g. applying different signatures based on the sender or recipient).
CodeTwo Email Signatures 365 is the top choice for managing email signatures in Microsoft 365 organizations of any size. It offers all the essential features and qualities of the best email signature manager and much more. It’s also the only email signature tool that lets you manage automatic replies and is fully Microsoft 365 certified.
But don’t just take my word for it – see what CodeTwo customers say about it and why it has consistently been the top-rated email signature solution on all major software review sites.
Still in doubt? Try it for free!
What is an email signature generator?
An email signature generator, also known as a signature designer, is a tool that lets you create email signatures – starting from their layout and design, to adding contact details, images, and other elements.
You could do it in Photoshop or Canva – it’s a great place to start, especially if you’re a graphic designer. The problem arises when you try to deploy such a signature in an email app. Why? Because email apps are specific, as is the HTML code they support. Not everything you design will look right across different apps, e.g. Outlook, Gmail, the Mail app for iOS or other email apps. That’s why dedicated email signature generators exist – to combine ease of use with a guarantee that the final product won’t break after you send the first email.
What is the best email signature generator?
The best email signature generator won’t just let you design your own signature. It will also translate your idea into HTML code that’s easily digestible by email apps. So, the best email signature generator should:
- offer a variety of templates (layouts) to choose from,
- be easy to use and let you quickly copy/paste complete signatures,
- include ready-to-use designs that work well in various email apps,
- let you add your own graphics,
- not place a watermark on the signature,
- be free or at least not lock its most basic features behind a paywall.
The Free Email Signature Generator checks all the boxes – and it’s completely free. Doesn’t get better than that!
