Don’t Get Caught in Email Tag

Who What Where How

  • Who are you?
  • What do you do?
  • Where do you work?
  • How do I contact you later?
These are very simple questions that everyone reading emails should be able to answer for themselves.  However, do you know the answers to these 4 simple questions for the rest of the individuals that send you emails?  Hundreds of emails are sent daily asking for assistance with technical and non-technical issues or just for an answer to that “one” simple question.  When I hit reply, to provide an answer, the email trail begins asking those 4 simple questions because they are not anywhere in the email.  Do you know how to avoid being trapped by this email tag game?  Add a signature line to your email preferences and you will be surprised how this helps you get a prompt and correct answer.  Here are the steps that you need to follow if you use Google Mail:
  1. Login to your GMail account.
  2. Find the settings icon on the right hand side of the screen.  (It looks like a gear.)  Choose Settings from the drop down list.
  3. You will now be taken to the Settings screen and will be working in the Generaltab.General Tab
  4. Scroll down to the section labeled Signature.
    Enter Signature 
  5. Enter your information that answers these questions:
    • Who are you?
    • What do you do?
    • Where do you work?
    • How do I contact you later?
    • (The WHY should be within the email.)
  6. Scroll to the bottom of the screen and click Save Changes.
That’s it.  Now, you will not have to play the email tag game.  Wasn’t that easy?

*****Please Note:  If you are using another email client, please add your signature line according to the Help files associated with your program.  It will help us all!  



Related posts


  1. Robin Martin said:

    Great tip Connie! When we train our students to use GMail, we insist that they put their “professional” signature in the same way. Students sign with:
    John Smith
    C Team Student

    That way any teacher can see what grade that student is in along with the team they are on. It is quite helpful for the special area teachers as well.

Comments are closed.