How Do I Add a Logo to my Email Signature?
I hate it when I get email from people and it looks like there’s an attachment but there really isn’t – they’re just including a logo in their email signature and it’s showing up as an attachment. Would you like to escape from this group of people who don’t know how to use email properly and have a logo in your email signature without it showing up as an attachment? If so, then welcome to the club!
Why Have a Logo in an Email Signature?
Three reasons: branding, branding, branding. I’m not saying it’s bad to have a logo in your email signature. It’s actually a good thing. You’re showing your company logo more and that’s good for branding.
Of course, if you do this, then make sure you have an email account just for business and one for personal use. You don’t want to go off on a rant about something or someone using your business email account. You never know where that email may end up and anything you say on the Internet could be out there forever. Hopefully this isn’t anything new to anyone reading this.
And just having an email signature is a good idea. I hate it when I get an email from someone that I don’t know and they don’t list any other ways to contact them.
Here’s what a good email signature should have in it:
- Your full name
- Your email address
- Your phone number (and fax number)
- Your mailing address
- Your website URL/address
- A logo (optional – and what we’ll talk about here)
Two Ways to Do It – The Good and Bad Way
The wrong way to add your logo to your email is to have it be an attachment. We’re going to show you how to not do this. If you currently have your email signature set up like this, then please go in now and remove images from your signature and just completely remove the signature your using now. Maybe copy the text of it to a Word document – or better yet, a plain text document (use a program like Notepad, which is just plain text – no formatted text or images, etc.).
Ok, now that you have a blank signature, we can set it up the right way.
Essentially what we’re doing is making your email signature be hosted online instead of as reside as an attachment. This means that your email signature is going to have to reside on a website somewhere. For this, you’re going to need some email signature hosting.
Yeah, I thought I might have lost a few of you there. If you’re familiar with website design, then you know what I’m talking about. If not, you’ll either need to follow all the instructions below or else talk to your local web geek and see if they can help you.
We’ll get to the hosting in a few minutes. Let’s first create the email signature.
Create Your Email Signature
You have two options here. You can either have an email signature with just an image or one with image and text. I’d suggest an image (your logo) and text. With text, then people receiving your email can easily copy and paste information from your signature into a new email or into their contact list / address book. If it’s copied and pasted, then it gets imported correctly without the possibility for human error.
I’ll go over how to set up an email signature using text and an image logo.
- Gather up your text. Above, we listed what information a good email signature should have in it.
- Decide on a layout:
- Logo on the left, text on the right.
- Text on the left, logo on the right.
- Logo above text.
- Logo under text.
You will have to do a little editing now. It’s HTML but it’s relatively easy to edit and I’ve created some files to help you. Don’t get too scared. What you’ll need is these files and a plain text editor. On a PC/Windows, that’s your Notepad application and on a Mac, it’s TextEdit.
Again, here are the layouts – click on the one you want to use and you’ll get a .txt file. Your browser might open the text file in a new screen. If that happens, then save it to your computer’s desktop so that you can easily find it. You can’t edit it using your web browser.
- Logo on the left, text on the right. (text file)
- Text on the left, logo on the right. (text file)
- Logo above text. (text file)
- Logo under text. (text file)
Got the file? (you just need one) Let’s get started!
You’ll see something like this – this is file #1 above:
<table border="0" cellspacing="2" cellpadding="2">
<td valign="top">YOUR NAME<br>
CITY, STATE ZIP<br>
Again, don’t get scared. The way HTML works (in general) is that there are opening tags and closing tags. For example, to make something bold is like this:
This is normal text and this is <strong>bold text</strong>.
and here is how that looks:
This is normal text and this is bold text.
The “strong” tag means bold. So it’s like saying “turn bold on here” and “turn bold off here.” Not so scary, right?
I’ve made it pretty easy for you and all the coding is done. All you have to do is replace the placeholder text that I used with your text.
Leave LOGO alone for now but change YOUR NAME, ADDRESS, CITY, STATE ZIP, PHONE, EMAIL@YOURDOMAIN.COM and http://www.YOURDOMAIN.com in that file and then save it. Leave the <br> tags in there – those are line breaks, which moves text down to the next line.
Alright – you’re pretty far along now. Good job!
Next, we’ll get the logo in there!
Adding a Logo to the Email Signature
Now is the fun part!
First, you’ll need to get your logo file ready. This needs to be as small of a file (file size, not dimensions necessarily) as possible because you don’t want your email to take forever to load. Changing the width and height will shrink the file size down nicely, so that’s the first step.
Edit the Logo Image
Open the image in an image editing program (Photoshop or a photo editor) and adjust the width. A good width is somewhere between 180 pixels wide and maybe up to 400 pixels wide. The height will (should) adjust automatically to be proportionate. The width you use will depend on what shape your logo is in – maybe it’s more horizontal than vertical. Just make sure that it can still be read well – don’t reduce it in size too much.
Next, if you are able to bring down the DPI (dots per inch), then bring it down to about 80 or even down to 72. This will make the file size smaller, too.
Ok, save the file – save it as a new file so that you don’t overwrite your original one. Maybe put it on your computer’s desktop so that you know where it is.
Next, rename the file if you have to. Make sure there are no spaces in the file name and take out any non-alphanumeric characters. If it’s a jpg file, then a file name like “logo1.jpg” is fine. Spaces could create a problem or make it a bit more difficult to code later.
Upload the Logo Image
Ok, here’s where we get to the issue of having some web space available to you comes in. If your company has a website, then talk to your website people (IT Department) about what you want to do and then send them the file (well, files (plural) once we’re done editing the signature file) and they will upload it for you.
If you have a website but don’t have people managing it for you, then talk to the people who manage your website and send the files to them.
You will need the image on a website server somewhere. You then need to create the HTML code to put the signature into your email program. Look in your email program for where to insert this code and then your logo will be in your emails not as an attachment anymore.
Need More Help?
If you need more help, then contact Webstix, Inc. who provides services like website maintenance and other website design or optimization services to help you accomplish your online goals.