How to Change Your Email Signature in Apple Mail

Signatures are now a standard part of any business email. Whether you work for a company that requires it or you just prefer it for your own company, it’s important to pick a signature that says the right thing and gives people all the information that they need. Of course, you also want to do that without writing a novel—it’s a bit of a balancing act. When you figure it out, though, you’ll find that your signature gets a lot more attention. 

So, how do you go about changing that email signature if you’re an Apple Mail user? It’s not that difficult. If you’re running on macOS 10.10 or later, here’s what you need to know. 

How to create your signature 

Adding a signature that automatically generates on all outgoing messages is an easy task with Apple Mail. In fact, the hardest part might be deciding what you want the signature to say. Mail will automatically create a default signature depending on which account you use. The good news, though, is that you can replace any and all of the text by simply typing in your own information or pasting in your contact details. To create your first signature:

1. Select “Preferences” from the menu in the Mail program. Alternatively, you can press CMD-comma (,) to bring up the option.
2. In the window that displays the preferences, you’ll see an icon for Signatures. In the event that you have multiple mail accounts, you’ll have to select the specific account that you are trying to create a signature for.
3. Then, click the plus sign (+) at the bottom of the window.
4. In the new signature creation panel, you’ll be able to enter a description for the signature, such as Work, Personal, etc.
5. Enter “website.com” and your Mail program will create a live link you can add to your signature. There is no need to enter the full address, as Mail can take care of that part. Just make sure that the link is correct because they won’t double-check your spelling or follow-through.
6. You can also use the Edit feature to display the name of a link instead of a URL. As a note, you can also use CMD-K to add links by using keyboard shortcuts.
7. If you’re adding a vCard or image file, just drag it to the window, and then decide whether you want your signature to match the default font or to stay as it is.
8. Now you will select whether you want your signature placed above or below quoted text. After all, the last thing that you want is to have someone completely miss your signature because they didn’t scroll past the quoted text.

How to change your signature

Apple Mail lets you create multiple signatures and profiles. Therefore, if you choose to, you could create as many signatures as you need and then when you want to change it, just switch them up. If you do only need one signature and you just want to change things around every now and then, you’ll simply repeat the process that we outlined above to create and save your signature. 

The benefits of having a signature

There are several perks that come from having a signature on your email messages. For starters, it can be an easy way to sign off on your messages without having to come up with a clever salutation or re-typing the same information over and over (and over) again. It’s easier and less time-consuming to use signatures. It also looks more professional and allows you to include more details about you and your business, as well as other ways to get in touch with you. 

Having a signature will set you apart. Every professional these days seems to have one, so those who don’t are the exception more than the rule. You can even craft a few different signatures and just cycle through them to see which ones generate feedback, clicks, and so forth. There’s a lot more that you can gain from having an email signature than you might realize at first. 

What should your email signature include?

When setting up an automatic signature, there are a variety of options for the information that you can include. Obviously, you should include your name and your professional position with the company. Consider adding your direct line, email address (yes, even though they could just hit “reply”), and other communication options. 

Some people even get fancy and include their social media links, either by embedding buttons or just listing the URLs on the page. Essentially, your signature should tell people: 

• Who you are
• What you have to offer
• How they can reach you (multiple ways)
• That you’re worth their time and business

There’s no exact way to craft the perfect signature. You might have to try a few out and see what works best for you before you get too deep into the process. 

And while you’re signing off, who’s picking up the phones?

You have your hands full with business communication. The last thing that you need is one more thing to do. Fortunately, you can partner with the 24/7 virtual receptionists at Smith.ai and let us field the calls for you. We can handle everything from 24/7 phone answering and live website chat to lead intake, appointment scheduling, and so much more. 

Plus, our team of experts can even help you with outbound sales and outreach campaigns in the first place to help you find the leads and get the pipelines flowing. We’ll also create a strategy to ensure that we can manage it all for whatever you need, no matter how big or small those might be. For communications, admin, and more, we’ve got everything covered. 

To learn more, schedule a consultation to discuss what the 24/7 virtual receptionists at Smith.ai can do for your business communications and other needs. You can also find us at hello@smith.ai or (650) 727-6484.