I frequently get asked how to put the little Twitter and Facebook icons into an email signature with links back to their respective accounts. If you are using Outlook 2007, here are some basic instructions for how you can add these icons to your signature.
Click on Tools
Click on Options
From the tabs, click on “Mail Format”
Click on Signatures
Click on the New Button
Give your signature a name (Company name will do)
Then in the Edit Signature section, type out everything you want included in the signature. My signature has my name, title, logo, address, phone, email, web address and Twitter/Facebook icons.
To add the images to your signature (we have attached the Facebook/Twitter icons to this post for you to save and use in your own signature) click on the “picture” icon (which is the 2nd icon from the right)
After you click on Picture, a browse wizard will pop-up and will allow you to browse your hard drive and add your twitter/Facebook icons to the signature.
Once you have the images in the signature, click on one of the images to highlight it. Then click on the “hyperlink” button (it should be the last button on the right)
In the address field at the bottom of the hyperlink window, type in your Twitter or Facebook address (depending on which image you are linking)
Repeat that until you have all your images linked to the right web addresses.
It takes a few steps to get all the icons loaded in the way you want, however, not having to type in your signature each and every time will save you lots of time and save your recipients time if they are trying to look up your contact information. Promoting your Facebook Fan Page or Twitter Account in a signature is a great way to get your Social Media efforts in front of everyone that you touch base with via email. These icons can also be added to your website. Just reduce the size to 30 pixels x 30 pixels and then add them to any page on your site. We added them to the vertical column section on the Net Solutions site. If you are using the ProFusion Ultra Internet Solution as your website provider, you can see how to do this by watching our Introductory Webinar. Click to Download Social Media Icons If you’d like to host the twitter and facebook icons on our blog and link them into your site, use the URLs in below in your signature: Twitter: http://www.snoitulosten.com/wp-content/uploads/2010/01/twitter-small.jpg Facebook: http://www.snoitulosten.com/wp-content/uploads/2010/01/facebook-small.jpg Here is the corresponding video to this instruction set:
There is no doubt that email has greatly improved communication in almost all aspects of our lives. My husband and I keep track of our children and appointments with emails, my staff corresponds with clients and each other via email on a daily basis, and we know that many people are using email as a way to try and get their foot in the door. As important as an email can be, it still astonishes me at how lazy, unprofessional and completely unnecessary some emails can be. I sit on three different boards and numerous sub-committees and I try to teach all of them some basic email etiquette.
The basic workplace email etiquette rules are:
Be clear and concise – try not to make an email longer than it needs to be. Add as much detail as the email requires (see #2), however, try to avoid long winded situations. There are some instances where just picking up the phone would be a lot easier then typing out a 5 page email. Make it easy on yourself and on the person who is receiving the email.
Answer all questions – one of my biggest pet peeves is receiving a partially complete email from someone. If you do not answer all of the questions asked in an original email, you are just prompting further emails which will waste your time and the recipients time. A great example of this is when people email me about what credit cards we accept. I could reply with just the names of the credit cards, however, naming the credit cards and telling them how to go about making a payment answers their initial question and probably the question they would have asked next.
Spell check and read aloud if necessary – spell check cannot fix grammatical errors. If you are sending an email to someone, please re-read it before hitting send. A friend of mine received an email stating “I look forward to spanking with you again”. Ouch. Luckily she has a good sense of humor, but not everyone will. Also, try to avoid using acronyms and short hand. It really is not that hard to type out you instead of “u” or okay instead of “k” and it makes you appear a thousand times more professional.
Watch who you are replying and sending to – I sit on many boards who use distribution lists or email aliases as a way to communicate with a larger group of people through a single email point. For example, I can send an email to firstname.lastname@example.org and it will be forwarded on to all the board members for that group. There are times when it is appropriate to send a message to the entire board, however, 9 times out of 10 the email could have just been sent to those people immediately affected by the message. Along these same lines, only use reply all when it is totally necessary for everyone to see the message. Remember, we all get too many emails as it is. A reply all could be completely unnecessary.
Implementing these rules will make your emails more professional and efficient and more likely to get read. If I consistently receive emails of this caliber from an individual, they are way more likely to get read and responded to.