If you’re working for a nonprofit organization, your email signature can effectively reinforce your brand and promote your cause. It’s a simple branding tool that can help you build credibility, establish professionalism, and make a lasting impression with your recipients. While it may seem like a small detail, it can leave a big impression.

Here are a few tips to make your email signature as engaging as possible:

  1. Name, title/position and organization – People need to know who you are
  2. Contact information – Include your website’s URL, office phone number, and address
  3. Social links – Consider adding links to your social profiles, like LinkedIn, Twitter, Facebook, etc
  4. Photo – Some people include a thumbnail photo or logo in their signature – make sure this is hosted on a website
  5. A quick line about your cause – If your organization has a tagline or short mission statement, you can include it at the bottom

By updating your nonprofit’s email signature, you’re creating a consistent image across all your email communications.

Update email signature on Gmail:

  1. Open your Gmail.
  2. In the top right, click Settings (gear icon) > See all settings.
  3. In the “Signature” section, click Add New.
  4. Name your Signature.
  5. Double-click your HTML file to view it in a browser.
  6. Highlight the whole signature design and copy.
  7. Paste the HTML signature into the text box.
  8. At the bottom of the page, click Save Changes.

Update email signature on Microsoft Outlook:

  1. Click File > Options > Mail > Signatures. This will open the apps folder that contains your Microsoft Outlook signatures. Usually, it is the appdata\roaming\microsoft\signatures folder.
  2. Copy your .htm file into this folder.
  3. Make sure your Compose messages in this format: shows as HTML.
  4. Close the folder and return to Outlook Options.
  5. Click OK.
  6. When you’re done, select Save > OK and close Outlook.
  7. Open Outlook, create a new mail, and select your new signature to test it.

Update email signature on Apple Mail:

You can customize the email signature that appears automatically at the bottom of every email you send.

  1. Go to Settings > Mail, then tap Signature (below Composing).
  2. Click “Signature”, and then in the drop-down Edit Signature
  3. Select the email account you want to create a signature for.
  4. Press the + button.
  5. Name the signature.
  6. Close the mail settings and quit Apple Mail.
  7. To install your HTML email signature, open the finder and choose Go > Go to Folder in the menu bar.
  8. In the window, write ~/Library/Mail and click the Go button.
  9. The finder prompts you to a new window. Click on the V8 folder (or the highest folder number starting with V) and choose MailData > Signatures.
  10. In the Signatures folder, you see a list of signature files. Search for the file you just edited by examining the „Modified“ date and open the newest file that ends with .mailsignature.
  11. Open the .mailsignature file in TextEdit (right-click on the file and choose Open With > TextEdit).
  12. Find your HTML signature file on your computer.
  13. Open your HTML signature file in TextEdit too.
  14. Select the whole content of your HTML signature (CMD + A) and copy the data (CMD + C).
  15. In your .mailsignature file, select the content starting with <body …. and replace it with your HTML data (CMD + V) – (Important! Do not delete the data above <body … .)
  16. Select the whole content of your HTML signature (CMD + A) and copy the data (CMD + C).
  17. Save the file and close TextEdit.
  18. Check the checkbox Locked to prevent Apple Mail from overriding your beautiful new HTML signature. (Important: Do not omit this step, otherwise Apple Mail will override your signature!)

Tip: If you have more than one email account, tap Per Account to set a different signature for each account.