How to Add a Signature in Gmail

Typing your name, job title, and phone number at the end of every single email is a tedious waste of time. Whether you use Gmail for personal communication or run a business through Google Workspace, creating an automated email signature is one of the easiest ways to look more professional.

Gmail allows you to create multiple rich-text signatures, complete with custom fonts, hyperlinks, and even your company logo. Here is how to set up and assign a signature to your outgoing emails.

Step 1: Access the Signature Menu

While you can create a basic text signature on the Gmail mobile app, the desktop website offers a much more powerful rich-text editor for adding images and formatting.

1. Open your web browser and navigate to gmail.com.
2. Click the gear icon in the top-right corner of the screen.
3. Click the See all settings button at the top of the quick settings panel.
4. You will land on the General tab. Scroll down this page (about three-quarters of the way to the bottom) until you find the section labeled Signature.

Step 2: Create and Format Your Signature

If you have never created a signature before, you will see a button labeled “Create new.”

1. Click the + Create new button.
2. A pop-up will ask you to name the signature. Give it a descriptive name (e.g., “Work Standard” or “Personal Casual”) and click Create. This name is only for your internal organization; recipients will not see it.
3. A large text box will appear on the right side of the screen. Type your signature into this box. A standard professional format usually includes:
   • Your Full Name
   • Your Job Title
   • Your Company Name
   • Your Phone Number
   • A link to your website or LinkedIn profile
4. Use the formatting toolbar at the bottom of the text box to customize the look. You can bold your name, change the font color, and use the “Insert image” icon to add your company logo.

Pro Tip: Do not make your signature too large. Massive images or overly complex formatting can trigger spam filters or look terrible when viewed on a small smartphone screen.

Step 3: Assign the Signature to Your Emails

Creating the signature is only half the process. You must explicitly tell Gmail when you want to use it.

Look directly underneath the text box where you just typed your signature. You will see a section labeled Signature defaults.

• For new emails use: Click the drop-down menu and select the name of the signature you just created. This ensures it is automatically appended to the bottom of every new email you write.
• On reply/forward use: Click this drop-down menu. You can choose to attach the full signature, or leave it as “No signature” if you prefer to keep email chains less cluttered.

Finally, there is a small checkbox labeled “Insert signature before quoted text in replies.” Check this box! If you do not, your signature will be buried at the very bottom of the email chain, underneath all the previous messages, where no one will ever see it.

Step 4: Save Your Changes

Your signature will not activate until you save the settings page.

1. Scroll all the way down to the very bottom of the General tab.
2. Click the Save Changes button.
3. Gmail will quickly refresh and return you to your inbox.

To test it, click the “Compose” button. Your new signature should instantly appear in the blank email window.