Creating a Professional Email Signature with Links: Why Pro Authors Need One

You’ve probably come across email signatures before. If not, here’s an example of one.

Image credit: Flickr

Email signatures are tiny blocks of text, images, or links that are included at the bottom of sent emails. Professionals use email signatures like virtual business cards to provide additional links or provide quick updates. Unlike social media, email is something that most people can’t ignore. As Lifewire points out, close to 300 billion emails are sent every single day.

In summary, email signatures are a quick and easy way for authors to network and market 24/7.

Why Should Authors Get Involved?

Email signatures are usually associated with business professionals (especially marketers), not authors. Why should an author get involved? It’s hard enough for authors to get enough readers!

Here are some reasons why authors should consider an email signature:

  • Provide additional contact information  Many email signatures include information such as additional email addresses, websites, social media links, or phone numbers. This can be helpful when connecting with bloggers, the media, and other interested professionals (like clients.)
  • Express your personality Do you have a particular quote that leaves a powerful message? Adding a quote to your email could make you (and your brand) stand out.
  • Direct traffic to your website or social media Email signatures are a perfect way to direct current or future readers to your social media or website without paying for it.
  • Provide updates about new books or promotions Authors can use their email signature to let potential readers about new releases, new promotions, or new events related to their book.

Crafting Your Email Signature Strategy: Some Basic Pointers

While creating an email signature only takes less than a minute, you may want to spend more than 5 minutes planning your strategy.

Yes, I said “strategy” for your something that takes less than a minute to create.

Your email signature, just like an email address, reflects your professional brand. To make sure your email signature communicates the message you want to sure be sure to consider the following questions:

  1. Who are my primary email contacts? This determines the tone of your email signature. You don’t want a light-hearted email signature if you use your email primarily for work-related reasons.
  2. How much contact information do I want to share? It isn’t a good idea to put more contact information (that includes additional phone numbers, social media links, and websites) that your reader can handle. Choose the best contact options and include them in your signature.
  3. Should I include a picture? Having a picture, icon or logo is visually appealing for an email signature, but it can also cause you some trouble. For example, pictures in an email signature can take up more storage space than necessary or appear as attachments instead of images. This can confuse your recipients (They assume there’s an attachment when it’s a logo) Email signatures can also get some potential negative attention from a mail server or spam blocker. If you choose to use an image in your email signature, take a minute to consider the options. This article on the pros and cons of using images in email signatures might help.

How to Create an Email Signature

If you think that you’re ready for an email signature, here’s how you get started with Gmail, Outlook, and Yahoo.


  1. Click on the gear icon in the right corner of your screen.
  2. Click on “Settings” on the drop-down menu that appears.
  3. Scroll down until you see the word “Signature”. (Quicker option: Search for the word “Signature”.)
  4. Click on the second radio button and type your text and/or links and images in the box.
  5. Click on “Save changes” at the bottom of this page.

For more information, check the Gmail signature troubleshooting page.


  1. Click on the gear icon in the right corner of your screen.
  2. Click on “More Settings”
  3. Click on “Writing email” on the menu on the left.
  4. Click on the toggle button beside the word “Signature”.
  5. Add your signature in the box.
  6. Click “Back to Inbox”.

For extra help, check the Yahoo Email signature help page.

Note: These instructions are based on the updated version of Yahoo Mail. For more detail on the Yahoo announcement, see this article from TechCrunch.

Outlook (online):

  1. Click on “Options”  in the top right corner.
  2. Click on “Email Signature” under the Layout heading.
  3. Add your signature
  4. Click save.

More Options

Use another email besides the ones mentioned above? Most email providers have similar instructions to what’s been shared above. Look for a signature “options” or “settings” button or menu. If you don’t see it, ask your email provider.

If you are looking for more advanced email signature options, you might also consider a consider an email signature generator like WiseStamp.


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