What Is an Email Signature Block?
An email signature block is located on your email at the bottom and includes information you want the other person to have about you. The purpose of the email signature block is to keep you from having to type repeatedly common information that you want to appear in all or most of your emails. Once you create the email signature block, your email program gives you the option to use it on every email you send.
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Types
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The two main types of email signature blocks are business and personal. You should create and use an email signature block on any outgoing business email. If you were writing a hard copy letter, the email signature block would be the information you would include in the hard copy header. Information included in personal email signature blocks is up to the discretion of the person. If you want to send some information about yourself to the people you communicate with, then create an email signature block.
Create Your Email Signature Block
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Go to your email program and click on "Options," "Settings" or "Preferences." Once there, click a link that says "Email Signature." Now you will have a blank text box. Fill this in with whatever you want to put in the email signature block. As an example for a personal email block, you may put your name, your website if you have one and web address for any social groups you belong to, such as Twitter or My Space. For business email signature blocks, you should put your full name, address, phone number, fax number and website.
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Check Your Email Signature Block
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Once you complete the email signature block, send an email to yourself and use the signature option. Check the email signature for misspellings and appearance. If the spacing is not correct or you forgot to add something, correct the email signature block and send yourself another email to check the finished product.
Benefits
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Creating an email signature block allows you to append this information to every email with one click instead of having to write out this information on every email. Click the button that says "Add Signature" each time you send an email and the email signature block you created will be added to that email. You can also instruct your email program to include the signature block automatically so you do not forget to include it in outgoing emails. The email program will give you the option to remove the block by clicking on "Remove," if you enable the Automatic feature. You can change the email signature block at any time by going to Options and changing the email signature block to reflect your updated information.
Warning
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When you send email using the email signature block, this information appears to the person reading your email. It also appears to anyone else who reads your email, such as if the original recipient forwards your email to someone else. Do not include personal information that you do not want others to know. For example, if you meet someone on the Internet do not include your email signature block in emails to this person until you feel comfortable doing so.
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