Improve Email Productivity by Using a “Brevity Signature” on Mail App for Mac OS

Check tutorial of Improve Email Productivity by Using a “Brevity Signature” in Mail App for Mac OS X

So after a lot of requests from our users here is a guide about Improve Email Productivity by Using a “Brevity Signature” in Mail App for Mac OS X.

Anything to increase productivity and reduce the time spent emailing is a big win in my book. Accordingly, the signature “Sent from my iPhone” attached to an email is associated with brevity in everyone’s mind, since of course no one expects a long email reply sent from a smartphone on the go, right? As a result, short replies from smartphones and iPhones are not considered rude or overly short, and you can use that expectation of a short and concise message to your advantage when sending emails from OS X’s Mail app. is a great way to improve your email productivity writing and replying from the desktop, and while some people call it a brand name signature, I like to call it the “brevity signature.”

Sure, some people don’t like it and would rather delete the ‘Sent from my iPhone’ signature even from their iPhones and iPads, but if you are struggling with email fatigue and answering large amounts of emails I highly recommend to not only leave it in place in iOS, but expand it to the desktop, which is what we’re going to cover. We’re going to focus on adding this signature to the default Mail app that comes with Mac OS X. If you’re a regular reader, you may have noticed that we’ve recommended this in a group of Gmail before tips, if you prefer to use webmail, check.

Set the brevity signature in the OS X Mail app

Yes, in case it wasn’t clear, we’ll apply the iPhone signature to the Mac OS X Mail app:

  • Open the Mail app and open the Mail menu to choose “Preferences”
  • Select the “Signatures” tab and choose your primary email account on the left
  • Click on the [+] plus icon to add a new signature name it ‘iPhone’ or something similar and on the right side (without quotes) type ‘Sent from my iPhone’
  • For consistent fonts use Helvetica 12 as the signature font, you can check the box next to ‘Always match my default message font’ if this is selected
  • Check the box for “Place signature over quoted text” because that’s what the iPhone does
  • Open the “Choose Signature” submenu and select “iPhone” to make this the default setting for emails sent from that account
  • Close the preferences

Do not select “All signatures” when creating the signature from the menu on the left, as it will not always be accessible. Make sure to select the email account that you will use or want to use the summary signature with.

In this example, the signature has been applied to an Outlook.com account that has been set up up for use in the Mail app.

Set a concise signature on the Mac OS X Mail app for shorter emails

A note: the signature location may vary slightly on an iPhone depending on how the message is quoted, but generally it will always be applied directly below your message and not the entire message.

Using the “Sent from my iPhone” signature in Mail

The signature is already set as default, but let’s confirm how to use it, or how to switch off temporarily anyway:

  • Compose a new email message or reply to an email
  • Look under the subject line on the right for ‘Signature’
    • Choose “iPhone” to include the signature “Sent from my iPhone” in this email
    • Choose “None” to NOT include the signature in this email
  • Type a short message and send as usual

In this example, the self-proclaimed brevity signature is added as an attachment to a long email reply, along with an extremely short reply. Our brevity signature makes it feel right!

The brevity signature of

Again, the point here is to make you feel more comfortable by offering short, direct and concise replies to incoming emails, improving your email productivity and up time to do other, more important work (unless, of course, you’re getting paid by email all day).

Do you have email productivity? tips to manage the onslaught of messages we all receive regularly? Let us know in the comments!

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Improve Email Productivity by Using a “Brevity Signature” in Mail App for Mac OS X: FAQ

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The time to complete the Improve Email Productivity by Using a “Brevity Signature” in Mail App for Mac OS X tutorial is 10+ minutes.

What are the supported Device?

Apple

What are the supported Operating system?

mac OS


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