If you wish to have your signature directly under your reply, please follow this procedure.

1. Click on the Settings button and select See all settings.
   
   
   
   
2. Now, scroll down to the section Signature.
3. Check the box next to Insert signature before the quoted text in replies, and remove the ‘- -‘ line that precedes it.
   
   
   
   
4. Scroll down and click Save Changes.
   
   
5. If set up correctly, the line ‘- -‘ will no longer show up when you start a new email. The final result should appear like this.
   
   

Manage Your Email Signatures and Banners Efficiently

Want to standardize email signatures with banners for your organization? Our app allows you to manage all email signatures from one place. Try it out for free!

Book Antiqua is a typeface with an inscribed tradition and a modern twist. It’s a serif font, which means it has projecting features at the letters’ ends resembling classical typography. The font stands out equally well across devices, so your signature retains its original design, regardless of whether the recipient gets your message on a computer or smartphone.

Readability on various devices is essential for an effective signature. Fortunately, Book Antiqua is designed with clarity, so you can be sure your name and brand will always appear in the best possible light. Compatibility with most email clients then underlines your character with no limits.

When it comes to professional aesthetics, Book Antiqua stands out. It’s sophisticated without being intimidating or old-fashioned. If you want to deliver a message about your proud history or a solid background in your field, then this font is perfect.

In the main text, Book Antiqua goes well with sans-serif fonts like Arial. The contrast between the serif of your signature and the simplicity of the message typeface creates a distinct visual hierarchy and, above all, draws even more attention to your signature.

2. Tahoma

Simply modern Tahoma sans-serif font is known and appreciated for its even spacing and weight, which makes the typeface comfortably readable on screens of all shapes and sizes.

Compatibility is a natural part of Tahoma. This is because it’s one of the most common typefaces in both Windows and macOS, so you can be sure about its consistent look across all kinds of devices.

Aesthetically, Tahoma is undemanding yet confident. If your company appreciates simplicity and practicality, your communication is usually straightforward and you want to underline it, then this font is perfect for you.

Use a different sans-serif font like Verdana in the body of your emails. You will maintain an especially clean, modern, and professional look.

3. Verdana

Verdana is a fresh, elegantly rounded typeface with enough space between individual letters, which makes it easier to read especially on smaller phone screens.

The font maintains its appearance in various email clients, and its aesthetics are perfect for companies that want to show their modern approach and human side. The roundness of each letter evokes a feeling of security.

Combining Verdana in your signature with a sans-serif font like Georgia in the body of your email will give your messages a touch of both friendliness and respect.

4. Palatino Linotype

Palatino Linotype is the distinguished elder of the font family. It’s carefully crafted with gentle serifs and a flowing, broad structure that adds a touch of magnificence while remaining remarkably readable on different devices.

Compatibility with email clients is key, and Palatino Linotype with its widespread support helps to ensure that your signature arrives in all the glory.

Aesthetically, the Palatino Linotype embodies dignity. If you wish to underline your company experience and wisdom without sacrificing modernity, this typeface will suit your needs.

Pair Palatino Linotype with a light sans-serif like Helvetica for your main text, and you’ll send a message that’s classic and contemporary at the same time, with a bold yet courteous tone.

Choosing Between Serif and Sans Serif Fonts

It’s well known that serif fonts are better for paper-based publications, while sans serif fonts are better for reading on a computer screen and are considered “cleaner” or minimalist, but it is up to you to decide which font feels more natural for your brand’s signature.

One thing is clear, it is in your best interest to use web-safe fonts, otherwise, you run the risk of different email clients not supporting different fonts in your signature. In our app, we’ve got you covered—all our fonts, whether serif or sans serif are web-safe.

Choosing the right font for your email signature template helps you inscribe the brand personality in every single word of your messages. Whether you choose dependable Book Antiqua, practical Tahoma, clear Verdana, or majestic Palatino Linotype, keep in mind the readability, compatibility, aesthetics, and font pairings that best suit you and your recipients. After integrating your brand colors, the email is ready to go.

Fancy a bit of a gamble? Learn about using custom fonts with SignatureSatori that aren’t web-safe in our article Can I use custom fonts in my signature? in our Help Center.

An email ending can leave a lasting impression even in the fleeting online world. The wrongly chosen one often makes a bigger impression, but since we believe that you know easier ways how to overwhelm your recipients, here are a few examples of the most frequently used endings, which you will sign under without hesitation.

• Best regards: Simple yet elegant closing that expresses the sincerity of your communication. It’s commonly used in the workspace.
• (Yours) sincerely: This one is a classic and timeless ending that conveys honesty and authenticity. It may seem old-fashioned but it’s still used in professional communication. Usually, those emails start with “Dear Sir or Madam.”
• Thank you: Expressing gratitude not only leaves a positive impression but also shows respect and appreciation. So you can use it in regular emails as well as professional ones.
• All the best: This warm and friendly closing wishes the recipient well and signifies a genuine connection. It’s usually used in day-to-day communication.
• Respectfully: A more formal closing that conveys respect and professionalism in your communication. It’s the most appropriate one for business communication.
• With gratitude: This ending acknowledges the recipient’s contributions or assistance, leaving a positive and appreciative impression. You may use it in the workspace as well as in business communication.
• Yours truly: It’s a standard way of ending an email especially when you communicate for the first time, mostly in US English. 
• See you later alligator: A playful and lighthearted closing that can add a touch of personality to your emails. Use it only with well-known recipients, not your CEO, unless of course, your CEO is an alligator
• XOXO: Non-formal ending that means “hugs and kisses”. Use it between close friends or family members.
• Hope to speak to you soon: A common closing for an email you usually use in non-formal conversations but it may appear in communication between coworkers as well.
• Thanks for your help. You are the GOAT: Funny way to close your email with Gen Z since their approach to email communication is more like a chat. GOAT means the “Greatest of All Time” so make sure your recipient doesn’t mistake it for the animal.

Do you already know, which ending best closes your email? So one last point – don’t forget to add a comma after it. And then, finally, follows your well-crafted signature.

Signed with credit

Your image in the digital world will be perfect if you add a signature to your right ending, which not only contains all important contact information but also carries the authentic character of your brand. When you manage to have it under control across the entire company, you will turn hundreds of emails sent during the work week into an effective marketing campaign, bringing you not only credibility but also peace of mind. For managing email signatures across all of your company’s departments try our email management tool SignatureSatori.  

To conclude, in the rapidly changing world of digital communication, it’s easy to overlook the importance of email endings. But the right words at the end of your emails can leave the biggest impression. After all, it’s the place where we don’t have to deal with factual information for a while and have a space to express our personality and support relationships. Even the business ones. So, all the best in ending your emails respectfully.

Whether it’s a fraudulent offer or an ad to buy a service you don’t need, you’ll find it in your spam folder. Any email you have not requested may be considered spam. Simply put, it’s like the online world’s equivalent of countless discount flyers in your mailbox.

The term spam comes from a parody by the British satirical group Monty Python, in which innkeepers offer meals with spam as the main ingredient in all of them.

Hundreds of factors influence whether the email ends up in the spam folder or not. The most common ones include:

1. Basic infrastructure settings
2. Reputation verification (SPF, DKIM, DMARC)
3. The reputation of IP addresses of servers sending mail (eg 212.45.5.60)
4. The reputation of the sender’s domain (e.g. your-company.com)
5. User reputation (ie, whether the user sends a lot of messages that are marked as spam), and many others.

The inner workings of email

Let’s take a quick look at how email works to better understand the issue. The model is based on real-world mail, where you put the paper with the text in an envelope. The envelope contains all the details, such as address, zip code, and delivery priority. In the email, the header works as an envelope and the message itself follows. You can view each header in your Gmail by clicking the three dots and selecting Show Original.

The sender writes the text of his email and adds a recipient in his program, e.g. Gmail (MUA, Mail User Agent). Gmail is also an email server (MSA, Mail Submission Agent) that checks for errors and moves messages to the same server for distribution (MTA, Mail Transfer Agent). SMTP (Simple Mail Transfer Protocol) then ensures that the message reaches the recipient. Originally, the protocol was able to deliver a message directly to the recipient’s server, but that was at a time when far fewer devices were on the internet.

Based on the target user’s address, the MTA determines where to forward the email. It finds the right way by looking at the domain part of the email address and typically according to the MX records in the DNS of the recipient’s domain. Email is sent sequentially between MTA servers until it reaches its destination. After arriving at the target computer, it is passed from the MTA to the MDA (Mail Delivery Agent), which finally adds the email to the user’s mailbox.

The SMTP protocol has no authentication and e-mail is sent in human-readable ASCII (attachments are then base64-encoded for transmission). Simply put, this allows anyone to send an email from any address and pretend to be someone else. For spammers, all you need to do is connect your SMTP server to the Internet or find a free server (Open Mail Relay), connect to it remotely, send commands designed to make the email look like it is sent under your domain and click the button.

The right Google Workspace setup

As you have read, sending emails under a foreign domain is not that complicated. If this happens, your domain may be identified as spam. Recipients can also mark their Gmail messages as spam.

How not end up in spam and ensure that the messages really come from you? There is a 3-step setup to help you with this.

Step 1: SPF

One of the first steps is to set up a Sender Policy Framework (SPF) record. Describes which email servers can send messages from your domain. It is set as a TXT record in DNS. The IP or Internet address of the server is entered in the record. There should only be one SPF record at a time. So, if you already have one in DNS, instead of adding more, edit the existing one. Activation and promotion may take up to 24 hours (depending on the setting of the TTL parameter).

The record reads naturally from left to right. For Gmail, we recommend setting it as follows:

Note that the SPF record must be valid. These are the most common mistakes that you can easily avoid now:

1. Having more than 1 SPF record,
2. Having too many nested calls (max. allowed is 10),
3. Not having the right tool listed,
4. If you use subdomains for different services, you need to have the SPF record correct for them as well,
5. If you use other email services (e.g. Mailchimp, CRM, another email server, smart printer, scanner), enter all these sources.

You can test your settings using available online tools (e.g. DMARCIAN SPF Record Check ) or Google .

One more tricky thing about the SPF record is that it’s usually verified on the return address, which can be a different address than the one in the “From:” row. So, if you would only rely on the SPF protection of your domain, it’s not enough. Attackers would only need to set SPF on any domain and use it in the return path address.

Step 2: DKIM

Another level of security is DKIM (A Domain Keys Identified Mail).

Each email sent is digitally signed with your private encryption key. The principle is simple: in sending, selected parts of the message are taken, a so-called hash is calculated from them, and it is signed with your private key. The encrypted code is added to the header of every sent email.

The incoming server downloads the public key from the DNS record (specified by the domain of the DKIM signature), which it uses to decrypt your signature (and thus obtain the original hash). It calculates its checksum from the content of the message in the same way and then compares whether it is the same as the one that came in the DKIM header. If they match, then surely the parts of the message that were used to calculate the hash code have not changed along the way.

The DKIM signature is an extremely important factor in evaluating reputation because it is directly linked to your domain and much harder to exploit.

You set up DKIM from the Google Admin console, where Google prepares this public key for you. Then you put the key into the DNS record as a TXT. Even more detailed instructions are in the Google Admin tool Help, or you can contact us.

The catch of DKIM is that any domain can be specified in the key domain (parameter d=). A possible attacker can send an email from your domain but sign it with his key. From the DKIM standard point of view, such a message will be viewed as authentic.

Step 3: DMARC

The last step is setting the so-called DMARC (Domain-based Message Authentication, Reporting & Conformance). It is a technical specification to reduce the abuse of email servers. It helps you determine how receiving servers should behave with emails that do not meet your domain’s SPF or DKIM protection. To refresh: SPF tells which server IP addresses can send a message for a given domain (in our case Google or other external services). DKIM confirms that the email content is trustworthy and has not been modified during delivery. DMARC then uses the data obtained and summarizes what should happen to the message if it is in any way suspicious. For a message to comply with DMARC rules, there must be either a domain match in the SPF record or in DKIM.

This is one of the most valuable tools as it allows you to control what happens to the emails you haven’t sent, and you also get reports on what recipients think about your domain (i.e. how many emails you deliver and how to comply with DMARC standards). In addition, DMARC is the only standard that is directly tied to the “From:” domain and is therefore technically the only tool that can truly protect your domain.

The DMARC record is again set as a TXT record in the DNS record. Mandatory settings include record type (v) and then policy settings (p). It works like this:

• p=none – only reporting, no delivery restrictions,
• p=quarantine – if the message does not comply, it will end up in the spam folder,
• p=reject – if the message doesn’t comply, it will be rejected.

We also recommend setting up an email to which daily reports (rua) will be sent. You can also use a Google Group as an email with sending messages from recipients outside the domain enabled. There are a number of services that can visualize them so that you can get the most out of them.

When setting up DMARC, however, we recommend starting with sp=none and first checking if you have everything set up correctly – because if you started at a higher level of protection and didn’t have SPF and DKIM records set up correctly for all your e-mail channels, you could paradoxically harm yourself ( as some of your email communications would not be delivered).

But when setting up DMARC, we recommend starting with sp=none and checking that you have everything set up correctly. If you started with a higher level of protection and did not have SPF and DKIM records set correctly for all your email channels, absurdly some of your emails might not be delivered.

Apply the 3 described settings (SPF, DKIM and DMARC) and your domain will be effectively protected within a few weeks. If you need help with the setup and you don’t want to risk any unnecessary errors, write us at support@signaturesatori.com. And don’t worry, we check our spam folder from time to time as well.

When creating a Christmas-themed signature, there are a few essential elements that should be included. Firstly, incorporate a festive image or icon, such as a Christmas tree, snowflake, or a Santa hat, to bring the holiday spirit to your signature. This distinctive mark will catch the eye and make your signature stand out. Additionally, include your name, title, and contact information to ensure that your recipients can easily identify you and reach out if necessary.

2. Personalization

Adding a personal touch to your Christmas signature can make it more meaningful and memorable. Consider adding a Christmas quote or a short holiday message that expresses your warm wishes. This personalization can enhance the connection with your recipients and create a positive impression of your business or brand. Make sure the message is heartfelt and aligns with the festive spirit of the season.

3. Keep It Simple and Professional

While it’s important to bring in the holiday spirit, it’s equally important to maintain professionalism in your Christmas signature. Avoid going overboard with excessive graphics, animations, or distracting elements. Keep the design and layout clean, simple, and easy to read. Use colors that are associated with the holiday season, such as red, green, or gold, but ensure they complement your overall branding. A balanced and professional Christmas signature will leave a lasting impression.

4. Authentic Elements

Ensure that your Christmas-themed signature reflects your authenticity as a business or individual. Use authentic and genuine words to express your holiday greetings and good wishes. You may use banners to retain your current signature and simply add a banner wishing everybody happy holidays and as a bonus share your Xmas sales as well. In this case, you can increase your marketing engagement by creating leading links.

5. Ensuring Compatibility

While it’s tempting to create a visually impressive Christmas signature, it’s essential to consider its compatibility across different email clients and devices. Test your signature on various platforms to ensure it displays correctly for all recipients. Use standard fonts and avoid using excessive images or HTML coding that may cause compatibility issues. By ensuring compatibility, you can effectively spread holiday cheer to all your email recipients. Our tool will help you with it, so everything will run smoothly. For more information about this issue that may come up look at our previous article.

In conclusion, creating a Christmas-themed signature can be a fun and festive way to add a personal touch to your holiday communications, especially with the SignatureSatori tool. By incorporating essential elements, personalizing your message, keeping it professional, and ensuring authenticity and compatibility, you can create a remarkable and impressive Christmas signature. Remember, a well-crafted Christmas signature can signify your holiday spirit and leave a positive and lasting impression on your colleagues as well as clients. If you would have any issues during the change process do not hesitate to contact us at our Help Center.

Easy and Versatile Marketing Tool

An email banner is more than just a part of a signature. It’s a versatile tool that allows you to showcase your brand in email interactions. It’s easy to implement, and you can regularly customize it based on your current marketing objectives.

Promoting Holiday Greetings and Sales

Use your email signature banner to spread some holiday cheer. A simple “Happy Holidays” message can go a long way in building rapport with your clients. Additionally, you can use the banner to advertise holiday sales, ensuring your offers are seen by everyone who opens your email.

Notifying about Holiday Breaks

Your email signature banner can also be a practical tool for conveying important notices. If your company plans a holiday break, you can inform your clients through your email signature banner.

Encouraging Newsletter Readership

If you want to increase your newsletter’s readership, your email signature banner can be a powerful tool. By including a direct link to your newsletter subscription in your email signature banner, you can encourage readers to sign up and stay connected.

Promoting Gift Ideas

During the holiday season, gift ideas are always in demand. Use your email signature banner to share gift ideas related to your product or service. It’s a subtle yet effective way of promoting your offerings while providing value to your audience.

Banners in your email signature are more than you may think. They’re a powerful, versatile tool that can elevate your marketing strategy. With easy implementation and customization, you can use them to promote your offerings, spread holiday cheer, share important notices, and increase your newsletter readership. If you want to make a lasting impression in all your email interactions, consider leveraging the power of email signature banners.

Even if you never heard words such as Photoshop or Indesign, you can still work with Canva. It first gained popularity among social media admins and copywriters who produced a lot of low-budget visual content in the online world. It is no surprise that this tool can also be helpful in preparing marketing campaigns for email signatures.

As we have already argued in another article, email signatures can become an unexpected but efficient marketing channel to advertise new products, events, campaigns or deliver other messages.

Get inspired by successful marketing campaigning examples by SignatureSatori:

As you can see in the images above, visuals for signatures need a special approach. The space is quite limited since the visual should not surpass the signature itself. You still have to attract attention, though. People should become aware of the campaign even when briefly reading a random email from you. A small banner with a short slogan will be much more efficient since people get the message at first sight.

Of course, it is also advisable to follow basic rules for designers, mainly sticking to brand consistency. Therefore, always use corporate colours (find them in your logo) and in case you advertise your product or event elsewhere (billboards, videos, Facebook, PPC), keep the same colours, same style, and same pictures. Just change the proportions.

How to start in Canva

Make your profile with no worries – it is for free and if you don’t want to spend a dollar, you can only choose free designs. Already in? Your first step is picking the proportions of your new design. We recommend two options: either the very thin “leaderboard” (in the category of “Ads”) or a little bigger “e-mail header” (in the category of Social Media & Email Headers). Try to work with both and you will see what fits best.

Leaderboard examples

E-mail header examples

Having specified the proportions, you are immediately offered a large number of designs for inspiration. Always, you can adjust everything – fonts, colors, pictures. Choose the design you like most and start to modify it. You see now that since the “leaderboard” is really thin, your message has to be quite short and powerful. With the format of “e-mail header”, you have a little bit more space.

In “uploads”, you may upload your logo, pictures, photographs and all the other things you need for your design. If you don’t have your own pictures, you can use those offered by Canva: pictures, icons, and shapes. Here, some are for free (mostly you can pick one of those), and some are available for one or two dollars. Like that, you can play with your designs in a very user-friendly way. If you have the paid version you can also use tools that include AI (Artificial Intelligence) to change part of a picture or generate a new one. Finished? You can download your design in JPG, PNG, or PDF format or you can directly work with Canva from the SignatureSatori app.

Any trouble? Watch the full process from the beginning till the final design here:

Ask for feedback

Important notice: Before you open the marketing planner in SignatureSatori, show the final banner to someone. Be it your colleagues or your friends just check the first impressions. As a graphic design beginner, you will appreciate all the feedback you might get and you can always go back to Canva and improve your design. Don’t forget that in SignatureSatori, if you use one-time credits, you pay for every change in the signature. It could get costly to change the design due to unexpected reactions (unless you opt for a monthly subscription, see pricing).

If you’re reading this, we believe you have already started to play with your designs in Canva. Enjoy the freedom to make your own visuals independently on graphic designers and open the door to exploring the possibilities of our marketing planner.

Looking at it objectively, let’s face it. It is a marketing channel whether you see it as such or not.

Signatures already communicate something about your company, it’s just you don’t have it under control yet.

On top of this, the recipients are a special target group. They have already developed a certain degree of trust and openness towards your company through communication with your colleagues. Or let’s hope they did. (if they haven’t, then it’s more about changing employees than disputing whether their signatures represent an efficient marketing channel.)

What’s more, it is possible to manage email signatures centrally in your company. Thanks to that, every one of your employees even from different departments can have an email signature that is brand-consistent with your recent marketing campaign, a call-to-action and a link to your landing page.

What are the two main reasons to use email signatures as a marketing channel?

1. Brand consistency

With email signatures, a company can send different messages to the world. Either “we are careless, inconsistent and lazy” or “we are professionals and have things under control”. It all depends on the brand, its consistency (and spelling mistakes :). Of course, signatures are not the only channel through which brand consistency is maintained. Nevertheless, they are important. It also helps to share your brand design with your recipients and make it more memorable with every email.

As we stated in our article, there are many common employee mistakes with email signatures. Therefore, after receiving several emails from different employees, I frequently get the feeling that there’s a high level of anarchy in the company.

If you want to influence signatures, forget about manuals, appeals or threats. You need an IT tool, and a skillful manager to enforce the exact kind of signature you need. As such an important marketing channel, email signatures should lie in the domain of the marketing team, not individual employees.

2. New marketing channel

Here the bothersome way of enforcing restrictions to achieve consistency ends and the exciting way of using creative marketing begins. You can include anything that might be called a “campaign” in the signature by using banners. What do we mean?

Let’s have a look at an open list of different campaigns that our clients mostly use for signatures:

Seasonal campaigns

Do you prepare seasonal campaigns for summer, Christmas, Easter etc.? Great! Your employees’ and sales managers’ email signatures are a way to attract attention and lead the recipients to exactly the landing page where you need them.

Sales

The same goes for sales. Whenever you decide to discount your products or services, let everybody know! It is especially fitting for limited-time offers since you can plan a different campaign every day with SignatureSatori.

New products

The people your employees communicate with might be familiar with your company already. Therefore it is a good opportunity to introduce new products or innovations.

New content

Do you invest in content marketing? In that case, you know better than us that it is necessary to advertise the content. Show your recent blog post in the signatures!

Social media

Would you like to gain more fans, followers and subscribers for your social media? The email signature is your opportunity. Include a link and count the new faces.

Lectures and talks

Does your company organize conferences or public discussions? Do your talking heads give lectures or public talks? The email signature is a great way to invite everybody to register for the event on time.

Finding new employees

Your HR director will love the opportunity to find new faces via email. It is quite probable you communicate online with people with similar specializations.

Collecting and evaluating feedback about the Template editor led us to undertake extensive changes in the ways it can be utilized. The content elements can be now assigned Styles, making adjustments and the creation of new templates even easier.

You can use preformatted, stylized content blocks. Simply drag the version of the element you want & drop it where you choose in the template.

Last year saw an unprecedented increase in methods and volume of online communication. As a result, one of the frequent requests from our clients was for help with the addition of social media icons destinations, scheduling apps, etc. to their signatures. And that is why we have included an extensive variety of icons in the editor. You can choose from different sizes, shapes and give them any color that will fit your design.

The same principle can be used to enrich your templates and marketing with images directly from Canva. One of the most popular tools online for the creation of collages, flyers, and banners – now integrated into SignatureSatori.

One of the advantages of SignatureSatori is that you don’t have to deal with specific user signatures. But sometimes it still may be necessary to access them e.g. for archival purposes or while setting up signatures outside Gmail.

You can now view and download the HTML code of the last signature set to the user from SignatureSatori. Simply go to Users & Set-up, click on the ⋮ on the very right of the screen and choose Download/View HTML.

Payment security with 3D Secure 2

Online privacy and security is the single most important aspect of our work and we strive to achieve and maintain the highest possible standards for our clients. One of the biggest advancements we introduced is 3D Secure 2, an authentication protocol protecting credit and debit card transactions against payment fraud.