How to create or change an email signature in Gmail

A professional email signature is one of those small details that quietly does a lot of work. It gives people your contact information, reinforces your brand, and adds credibility to every message you send. Whether you're emailing clients, colleagues, or new contacts, a well-considered signature helps you leave the right impression.

Gmail makes it straightforward to create, edit, and manage signatures across desktop, web, and phone. You can set up multiple signatures for different accounts, customize the formatting, and control when each signature appears. We’ll take you through how to add or change your Gmail email signature, with practical tips to make it look good and work well.

Why Your Gmail Signature Matters

A Gmail signature does a whole lot more than serve as an email footer. A signature that includes your name, title, company logo, and phone number immediately tells recipients who you are and how to reach you. They don't have to dig through previous emails or search online to find your details.

Professionalism

A consistent signature makes you look organized and credible. When someone sees your name, title, and company clearly presented at the end of your email, it shows that you take your communication seriously.

Efficiency

Your signature automatically includes your contact information in every email, which means you don't have to type it out over and over again. Recipients can find your phone number or website without ever having to ask.

Branding

Every email becomes an opportunity to reinforce your company or personal brand. A signature with your company logo, brand colors, or website link keeps your organization visible in people's inboxes.

Compliance

Many industries require specific legal disclaimers or confidentiality notices in email communications. Your signature can include these automatically, helping you stay compliant without extra effort.

How to Create or Change Your Gmail Signature

Step 1: Open Gmail Settings

1. Open Gmail in your web browser
2. Click the gear icon in the top-right corner
3. Select See all settings from the dropdown menu

This takes you to the full settings menu where you can customize your signature along with other Gmail preferences.

Step 2: Find the Signature Section

1. Make sure you're on the General tab
2. Scroll down until you see the Signature section
3. Click Create new to add a fresh signature, or select an existing one to edit

Tip: Gmail lets you create multiple signatures for different accounts, which comes in handy if you manage both personal and professional email addresses.

Step 3: Build Your Signature

1. Enter your name, job title, and contact information
2. Add optional elements like your company logo, website, or social media links
3. Use Gmail's formatting tools to adjust fonts, colors, and text alignment
4. Keep your signature short (typically 4-6 lines) and clean

Tip: The formatting toolbar at the top of the signature box lets you bold text, change colors, add links, and insert images. If you're adding a logo, keep the file size small so it loads quickly for recipients.

Step 4: Set Signature Defaults

1. If you manage multiple Gmail accounts, assign a default signature for each account
2. Choose which signature appears in new emails versus replies and forwards
3. Use the dropdown menus to match signatures to the right contexts

This gives you consistency while allowing flexibility. You might want a fuller signature for new emails and a shorter one for replies, for example.

Step 5: Save and Test

1. Scroll to the bottom of the settings page
2. Click Save Changes
3. Compose a new email to check that your signature appears correctly

Always send yourself a test email before using a new signature with clients or colleagues. Check that images load, links work, and everything looks the way you intended.

How to Set Up Signatures on Your Phone

Gmail on iOS

1. Open the Gmail app and tap the menu icon (three horizontal lines)
2. Tap Settings
3. Select the account you want to edit
4. Tap Signature settings
5. Enter your signature text
6. Tap OK

Gmail on Android

1. Open the Gmail app and tap the menu icon
2. Tap Settings
3. Select your account
4. Tap Mobile Signature
5. Enter your signature text
6. Tap OK or Save

Phone signatures work a bit differently from desktop versions. They're typically plain text and won't include images or fancy formatting. That said, they let you maintain a consistent closing message when you're emailing on the go.

Email Signature Examples

Here are common signature styles for different needs:

Clean & Professional

Sarah Chen

Marketing Manager
Acme Corporation
sarah.chen@acme.com | 555-123-4567

Branded Extras

Michael Rodriguez

Senior Consultant | Blue Sky Advisors
michael@blueskyad.com | 555-987-6543
www.blueskyad.com
LinkedIn | Twitter

Legal/Compliance

Jennifer Park

General Counsel
Harrison & Associates
jpark@harrison-law.com | 555-456-7890

CONFIDENTIAL: This email and any attachments are intended solely for the addressee.

Tip: Forbes suggests that if you have a website – you’re a creative with samples to showcase or an entrepreneur with a company website – include that URL, instead of or in addition to your LinkedIn profile URL.

Tips for a Great Signature

Keep it short

Aim for 4-6 lines maximum. Anything longer starts to feel overwhelming and takes up too much space in email threads.

Include what matters

Your name, title, company, email, and phone number are usually enough. Add your website if it's relevant. Skip information that people don't need or won't use.

Go easy on branding

A small logo and brand colors can look professional, but don't overdo it. Huge images or too many colors make signatures look cluttered and can trigger spam filters.

Test everywhere

Check how your signature looks on desktop, phone, and different email clients. What looks great in Gmail might appear broken in Outlook or on a phone.

Update when things change

Got a new phone number? Changed roles? Update your signature right away so people always have your current information.

Watch your image sizes

If you're including a logo or headshot, keep the file size under 50KB. Large images slow down email loading and can look distorted on different devices.

Make links clickable

If you include your website or social media profiles, link them properly. Don't just type the URL as text.

Things to Avoid in your Email Signature

Inspirational quotes

Unless it truly fits your brand, skip the motivational quote. Most people just want to find your phone number, not contemplate life's meaning.

Overusing social icons

Five different social media icons can make your signature look cluttered. Stick to one or two that you actually use professionally.

Large files

A signature shouldn't be larger than the email itself. Keep images small and avoid attachments disguised as signature elements.

Personal information

Your home address, personal phone number, or birthday don't belong in a work email signature unless there's a specific reason.

Make Every Email Count

Setting up a professional Gmail signature takes just a few minutes but works for you in every email you send. It gives recipients your contact information automatically, reinforces your brand, and makes you look organized and credible.

By following the steps above and keeping your signature clean and functional, you'll create something that serves you well without requiring constant updates or attention. Take a few minutes now to set it up right, and then you're done.

Frequently Asked Questions (FAQs)

Can I create multiple Gmail signatures?
Yes. Gmail lets you create different signatures for each email account you manage. You can also set different signatures for new emails versus replies and forwards, which gives you flexibility for different situations.

Can I add images or logos to my Gmail signature?
Yes, desktop Gmail supports images and HTML formatting. You can upload logos, headshots, or other graphics directly through the signature editor. Keep in mind that Gmail on phones may only display plain text signatures, so images might not appear when people view your emails on their phones.

How do I change my default Gmail signature?
Go to Settings, click the gear icon, then select "See all settings." Scroll down to the Signature section, edit your signature, and use the dropdown menus to assign it as the default for new emails or replies and forwards. Don't forget to save your changes.

Will my signature appear on all devices?
Desktop signatures appear in Gmail web and desktop apps automatically. Phone signatures need to be set separately in the Gmail app for iOS or Android. Once you set a phone signature, it will appear in emails you compose on that device.

Can I format my Gmail signature with colors and fonts?
Yes. Gmail's signature editor includes basic formatting tools that let you change font style, size, color, and alignment. You can also bold or italicize text, add bullet points, and insert links.

How do I include social media links in my signature?
In the desktop signature editor, highlight the text you want to link (like "LinkedIn" or "Twitter"), click the link icon in the toolbar, and paste your social media profile URL. You can also insert small social media icons as images and link them to your profiles. Always test the links to make sure they work.

Is it professional to include quotes in my email signature?
It depends on your industry and personal brand. Quotes are optional and should be brief and relevant if you include them. In most professional settings, a clean signature with just your contact information is the safer choice.

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