Hey, I realize that including logos, and social media icons as part of your email signature is a popular thing to do, and I get why.

When those images and icons appear next to your company’s name, a possible result could be for them to click on them, which of course leads them directly to where you want them to be—your social media site or website.

But using the common, (easy) set up method, those icons instead show up as attachments on the recipients of your emails computer screens. Take it from me, that is not a good look for you or your company. The good news is, it doesn’t have to be that way. Consider this an intervention.

How many times have you received an email from someone you’re doing business with, that is supposed to have only one document attached, but there are somehow five or six plus attachments instead? For me, the answer is way too many. 

Because the social media image does not show up on the document icon when you receive one of these emails, you have to click on every single one of them to make sure you’re not missing anything. And the amount of data space unnecessary, redundant or phantom files take up on your computer, even if they are only there for a brief time, is ridiculous.

Obviously, you don’t intend to annoy people when you include your logos, or social media icons in your email signature, so it’s important to understand how it happens that they show up as attachments after you send an email. 

There are several scenarios that can cause this:

  • The actual size of the icon doesn’t match the size the image appears to be when it’s displayed on the screen.

The solution for this is to resize the images in Paint, Photoshop or whichever editing tool you use, to the exact size you want it to appear on the screen.

  • The exchange is converting your HTML (Hypertext Markup Language) email to plain text.

You always want to make sure you are sending emails in HTML. With Outlook, checking that is as simple as going to your Outlook options page. 

  • Your smartphone/tablet mail app is sending as plain text.

Plain text sending is obviously the big instigator here, so just remember–HTML at all times.

Now, most of us are not technological geniuses—if I were, I would be working from some beach, somewhere. But the great thing about the Internet is you can find out absolutely anything you want to know, and there are plenty of sites that will walk you through how to make sure your emails are arriving as intended.

Exclaimer.com calls themselves the “world’s recognized leader in email signature management’” and that may well be true. They have a whole section devoted to cleaning up your email situation. 

 Scott Allen, who is a writer/blogger, obviously feels the same as I do about these pesky icon attachments. A few years ago, he posted what is one of the best descriptions for laymen (and women) of how to get rid of them on emails you’re sending. Do yourself a favor and visit his website at http://www.scottallen.com/2013/09/how-to-add-an-image-to-your-email-signature-without-it-appearing-like-an-attachment.

And if you’re waiting for a response to an email you have sent to me, you may need to allow me a little extra time to get back to you, if you have also sent me 30 attachments. After all, there are only 24 hours in a day.

Quick Resource:

  • Embed instead of attach images in email.
  • Signature Image – 200 x 400 pixels (To have an image at the signature level of the email)
  • Letterhead Image – 500 x600 pixels (To have an image at the top as in a letterhead)
  • Applies to most email
    provider formats.
  • Check sizes with your email provider to be sure.