Tag Archives: tips

How to design an email signature and disclaimer for a lawyer

Is there really anything special about email signatures for lawyers or attorneys? Actually, there is. Email signatures are like your digital business cards, only they tend to last longer than their paper equivalents. Lawyers send a considerable number of emails all the time and if their signature isn’t perfect, their reputation is at stake. If you want to learn how to design a good email signature for an attorney or see a sample lawyer’s email disclaimer, read on.

How to design a perfect email signature for a lawyer
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Animated gifs in email signatures

For some people, animated gifs are the essence of the Internet – before them, there was nothing of interest. Gifs have opened our eyes to the magic of ultra-cute, animated kittens, memes and epic fails, to mention a few. But apart from those highly popular and reusable gifs, there is another type of gifs – simple animations which in the business world could be deemed as professional.

How about pasting them into email signatures then? Thanks to our atavistic predator instinct, nothing grabs our attention as much as a moving objects next to a static background (that is, regular email content). Animated gifs seem like they are crafted for this purpose exactly. Be careful though, as the line between “attention-grabbing” and “extremely annoying” is finer than you might think.

Animated gifs in email signatures
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Email signature for bloggers – how to design a professional signature

As a blogger you must have already seen other bloggers leaving comments on your blog. In most cases, the reason they leave comments under your posts is to let you and your readers know they also have a blog that is worth visiting. Some of them put a link to their website directly in the comments, some of them try to look less aggressive and place the link in the signature. The signature is a separate part of your comment, which is not related to the comment itself. In general, it contains the blogger’s name or nickname and the link to their website.

But the blogger also have to communicate with the world out there. Most of the times the communication is via email. Your readers may email you for a variety of reasons. However, before you hit the send button when replying to those emails, be sure to include your email signature as well. Some of the readers may be your future business partners, so it is worth taking care of your good self-presentation straight away.

Below you will find some examples of how you can boost your email signature to look more professional.

Email signature for bloggers

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Sales Email Signature – how to design an effective email signature

Sales email signature – how to design an effective email signature

[Update]: This blog post was updated on July 8, 2020.

Sales campaigns, next to marketing campaigns, are today one of the most important company growth boosters. There are various strategies that can successfully bring more consumers to your business. Among them, there is a good practice of boosting your email communication channel with the use of your Sales Department email signatures – a powerful, easy-to-use and practically a free way to increase your sales opportunities.

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How to add a video to your email signature

[Update]: This article was updated on May 25, 2020.

Have you ever wondered how to make your email signature more attractive? Here’s an idea – add a video! It is as easy and quick as adding a link to your social media page. It will help you boost your company’s brand identity, while simultaneously promoting the video itself. The best thing is that it can greatly increase traffic and it won’t cost you a dime! And don’t forget that you can measure how much traffic your video attracts with Google Analytics (learn how to track campaigns in email signatures).

Add a video to email signature
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How to track email signature campaigns in Exchange

How to track marketing campaigns in email signatures

Email signature marketing is one of the easiest and most inexpensive methods of promoting your brand and advertising your products online. But do you know how to measure its effectiveness seamlessly? The most efficient way is to use UTM parameters for your links in email signatures and see the results in Google Analytics. Google Analytics is a free service offered by Google that generates detailed statistics about website traffic, traffic sources and conversions. tracking marketing campaigns in email signatures Continue reading

Images in email signatures – linked or embedded?

Images in email signatures – linked or embedded?

The HTML format, by now the standard for pretty much all email correspondence (business, marketing and even personal), allows for 2 ways of inserting images into messages – linking and embedding. The choice may seem trivial, but in reality the difference is between e.g. a marketing banner being displayed correctly in the recipients inbox or being blocked and displayed as the dreaded ’empty box with red x’ (Fig. 1).

Famous 'box with red x' indicating issues with an image
Fig. 1. Famous ‘box with red x’ indicating issues with an image.

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How to set up automatic email disclaimers on Exchange 2007

How to set up automatic email disclaimers on Exchange 2007

Exchange 2007 was the first edition of Microsoft’s messaging platform to introduce Hub Transport rules and with them a built-in append disclaimer action. The options available in this action are very basic, the most important limitation being lack of support for dynamic Active Directory fields (see this article for more). Due to this, the action can only be used for creating automatic disclaimers (legal, financial, etc.) and general company signatures without users’ details.

Once you have the Hub Transport role installed on your Exchange 2007 server you can start working on automatic disclaimers for your organization.

Steps to set up automatic email signatures and disclaimers on Exchange 2007:

  1. Open the Exchange Management Console, expand Organization Configuration, select Hub Transport, click the Transport Rules tab in the middle Result Pane and in the Actions Pane on the right click New Transport Rule… (Fig. 1). This will trigger the New Transport Rule creation wizard.

    Creating a new transport rule on Exchange 2007
    Fig. 1. Creating a new transport rule on Exchange 2007.

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How to insert images into Office 365 email signatures?

How to insert images into Office 365 email signatures?

[Update]: This post was updated on December 10, 2019.

Old versions of Office 365 OWA email signature editor didn’t have a built-in functionality like a button or easily accessible HTML source for adding images to email signatures. Luckily, it was very easy to overcome that limitation. Here is what you needed to do:

  1. Upload your image to a web location (I used the one located here).
  2. Open the web location, right-click the image and select Copy or any similar option in your browser (for example, Copy image in Firefox and Chrome, or Copy image to clipboard in Opera).

    Note:
    It’s important that you copy the image and not only its URL.
    Copying an image using Internet Explorer
  3. Open the Office 365 OWA email signature editor, navigate to the part where you want to insert the image and press Ctrl+V on your keyboard.OWA email signature editor
    With the new versions of Outlook on the web, you can just click the image icon in the signature editor to insert the image from your computer:
  4. If your signature looks as expected, click the Save button on the top of the settings window.
  5. Now, open a new message to verify your Office 365 email signature.
    New signature added automatically
    Note: When creating the email signature, you can enable the Automatically include my signature on new messages that I compose option to always automatically add signatures to new messages.
    Automatically include signature in new messages
    Or you can manually insert the signature using the Insert signature button in the message editor if you leave the above option unchecked.
    Insert signature from a new message
  6. Before you start sending out emails, make sure to test if your signature works correctly.

Hyperlink your signature image

To add a hyperlink to the image in your email signature, left-click on the image and when it is highlighted/selected, click the Insert hyperlink icon and provide a hyperlink URL.Hyperlink your signature image

Linked images

When you apply the above solution, what you effectively get is a so called ‘linked image’. The problem with linked images is that they tend to get blocked by popular email clients. Go to the Images in email signatures – linked or embedded? article to learn more about the pros and cons of using them.

To globally add email signatures for Office 365 users, you don’t have to learn how to manage Office 365 transport rules. CodeTwo Email Signatures 365 is an easy to use alternative. Benefits include:

  • easy email signature template design thanks to built-in WYSIWYG email signature template editor;
  • no HTML skills needed;
  • images and dynamic placeholders added with a few mouse-clicks;
  • users can see their signatures when writing emails;
  • non-IT staff can manage email signatures without access to Office 365 Admin Panel;
  • consistent email signatures on all email clients and mobile devices.

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