Today we're talking about a small trick I've been using for a lot of time to have a minimal but simple and useful signature in all of my emails.
For the record, this 'trick' is legit, although somewhat 'magical' - it exploits the HTML nature of which the web is built, including text in the signature of email messages. So far, I only tested it in Gmail (the email client that I use daily), although I'm fairly confident it will work with no particular issues on Outlook and any other popular email client.
Let's see together how to have a free, 'invisible', and minimal email signature!
The actual requirements for this trick to work are quite basic:
A compatible email client (of course!), which means Gmail, Outlook, and similar as stated above.
A spreadsheet application. I used Excel, but any other should do the trick, including OpenOffice and LibreOffice's solutions.
I will use Google Gmail and Microsoft Excel as an example for this explanation.
First, you will need to open Excel and create a new spreadsheet (it should already create one by default). For better results, I strongly recommend you have your business logo as a squared image instead of a rectangle (such as 200 x 200, 500 x 500, etc.). I wouldn't go past 500x500 in order not to have the image too heavy in size, as it will be attached to each message that includes your signature.
Now, merge the first 5 rows in column A. There's a handy Merge & Center button in the latest Excel versions for that. Do the same for the same amount of rows in column B (will explain in a moment).
Now, widen column A by dragging the separator between columns A and B to the right, until you have formed a square in the merged cells. This can be 100 pixels x 100 x pixels, as each column is typically 20 pixels each.
Next, stretch the separator between columns B and C to the right, for around 20-40 pixels of width. This will create a gap between the logo and the text you're going to write under C so that you'll have a neat layout.
Finally, you can insert a one-line text for each row in C. Make sure to widen C until all the text is just enough in a single row with no clips or carriage returns. Finding the right width (not too short, not too long) is important as the column, although invisible in the signature, will have a fixed size, and won't dynamically adjust based on the text.
In the end, the result is a nicely aligned signature with space for a squared logo for your business, and five lines evenly distributed, where you can input text. I use the lines for my full name, followed by my professional headline, and three links, e.g., LinkedIn, Website, and ProZ.com feedback card.
Now, you can copy-paste the whole range A-C with the 5 columns (A1:C5) into your text box for Gmail, or any other email client you use that supports the feature. You'll have the text neatly aligned.
For the logo to work, it's a bit tricky: make sure to have the A cell empty when you paste the whole thing into your email client. Click the very beginning of your first text like (i.e., Name), then press the Left key twice. This will place your cursor on the right cell to insert an image into: now you can insert the image at the cursor position. And if you click the image after insertion (in Gmail), you can adjust its size.
On a side note, in my email messages, I often point new clients toward my signature so that they know where to read about my existing feedback. So, this can also be used to make the reader take some action, with a higher likelihood of opening the CV, or even casually browsing LinkedIn and website, getting more interested in the application in front of their eyes.
I hope this tutorial for 'invisible' email signatures was helpful!