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How to Create an Email Signature in WordPress and Why

Emails are still one of the most popular forms of communication in the world, and it should not be a surprise that you can send them from WordPress. However, you cannot add an email signature by default.

But, like most things in WordPress, there is a plugin that can add that feature. The Add Email Signature plugin will make it so any emails sent will have a signature attached to them.

Today, I will demonstrate how to use the plugin in conjunction with the wp_mail system.

What Is An Email Signature

An email signature is a small message that appears at the bottom of an email that contains contact information from the sender. This can include their name, position, company, social media accounts, mailing address, phone number, photo, company logo, and more.

The goal of an email signature is to make your emails seem more professional and add an extra layer of credibility. After all, you are providing a lot of contact information. These should be in any email that you are hoping to receive a reply in.

However, there are many automated messages that you do not want them to appear in.

Why Add An Email Signature

One of the best ways to think about a signature is like a business card. Every time you hand one out, you are providing the reader with your contact information. The only difference is that this one is virtual.

There are multiple benefits and reasons why you should have a signature at the end of messages. For starters, they make you look more professional. Let’s be honest, anyone can create an email and press the send button. The signature adds a human touch that makes it more professional.

This also gives you a great space to insert your company’s branding into every message. Including an official logo, which is a great way to add authenticity to your email.

Step 1: Installing Add Email Signature

The Add Email Signature plugin is extremely easy to use. Simply install it, enter your signature, and save the changes. There are no settings to configure what so ever. It shouldn’t take more than 2 minutes to add.

Let’s start by clicking on Plugins and selecting the Add New option on the left-hand admin panel.

Add New

Search for Add Email Signature in the available search box. This will pull up additional plugins that you may find helpful.

Add Email Signature

Scroll down until you find the Add Email Signature plugin and click on the “Install Now” button and activate the plugin for use.

Install Now

On the left-hand admin panel click on Settings and select the Add Email Signature option.

Settings

Step 2: Setting An Email Signature

This page will allow you to create your very own email signature. On it, you will find a large text box, save button, and additional plugins that you may find useful.

Enter your desired text, such as professional title or website address, into the text box. Remember to not make the signature too long.

Enter Signature

This plugin does not allow you to add an image to your signature. It is also important to note that the signature will be added as plain text. This means it will not appear in the HTML of the email.

Note: Do not add the “–“, as it is automatically added to each email.

When you are satisfied with the message, click on the “Save Changes” button.

Save-Changes

This will automatically include the signature in any email that is sent using wp_mail. If a plugin is using its own code to send an email, the signature will not be added. In these cases, you will edit the way the plugin is sending an email.

Note: If you are looking for a good way to test the signature, create a dummy email, and have an email sent to it from your website. For example, the account can request a password change.

Keep in mind that if you want to get rid of the signature, you will just need to disable the plugin. Don’t forget to delete the plugin if you are not using it.

Congratulations, you have successfully added an email signature in WordPress with the Add Email Signature plugin.

Don’t Add Signatures to Automated Emails

Automated email responses are a big part of larger websites. Adding an email signature to these is a big no-no.

These automated emails should not be replied to. As such, including a signature that lists all of this contact information does not make sense and should be avoided.

Instead, you might want to add a custom signature that reads something like this:

This email has been automatically sent and should not be replied to.

In fact, I’m pretty sure everyone has seen this type of message if you regularly use email and this is the reason why.

Will Not Affect Email Services

Odds are if you already have a substantial email list, you have already ditched the built-in email system of WordPress. In that case, this plugin will do absolutely nothing for you.

Instead, each of these email services will have their own way to add an email signature.

For example, one of the most popular email services is Mailchimp. It provides a full tutorial on how to add an email signature in the footer area of the email on their main website. The same can be said for most services.

In general, these services allow you to add a much more robust signature that can also include an image, unlike this plugin.

If all else fails, there is also usually a support team available for the email service that should be able to help you.

Using A Form Builder Is A Great Alternative

Many websites utilize a form builder to generate their emails. You can easily add an email signature at the bottom of these forms.

Again, much like an email service, these form builders all have a unique set of steps to add one, so I cannot provide an exact method for them.

For Example, Contact Form 7 has an email add-on plugin that allows you to use beautiful email templates that can be customized. If you are using this or a similar plugin, you can simply add the signature when editing the email template.

Basically, whatever you use to make and send emails will have its own way of adding an email signature.

After all, this is a basic and standard feature.

Make Contacting You Easy

The majority of signatures will simply include contact information. However, you can add a Contact Us page using a contact form. This is simply a page that visitors can click on to get in contact with the site or business owner.

This can help potential business partners reach you. It can also be a great way to receive feedback from customers.

Another opportunity to allow visitors and customers to contact you is on social media. You can add social media buttons to contact pages as well. In fact, some companies even go as far as to have actual support via Twitter.

The point is, make it easy for visitors and customers to contact you in a variety of ways.

How easy did you find the plugin to use? Why did you want to add a signature in WordPress?

Author: Robert Giaquinto

Robert has been writing tutorials about WordPress and other CMS for over 3 years since joining the GreenGeeks marketing team. Thanks to this, he has had the opportunity to research and master several areas of WordPress including plugin usage, SEO, website design, and social media integration. When he is not creating content for WordPress, Robert is digging up new content ideas for environmental pieces. These range from the pollution in our air to the danger’s wildlife face. And with a bachelor’s degree in electrical engineering, he is always eager to discuss the way our technologies are affecting the environment, especially when it comes to solar energy.

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