How to Create an Email Signature in Gmail

Having a professional email signature in Gmail is an essential step for improving your communication and branding.

A well-crafted email signature adds credibility, promotes your brand, and makes it easier for recipients to contact you.

This guide will show you how to create, customize, and manage a Gmail signature step by step.

We’ll also explore advanced options like adding images, social media icons, and using multiple signatures for different scenarios.

Why Gmail Signature is Important

An email signature is more than just your name. It’s a chance to provide essential information, promote your business, and leave a lasting impression. A professional signature can include:

Your name and job title.
Contact information, like your phone number or website.
Social media links or icons.
Your company logo or an HTML signature with branding elements.

Whether you’re creating a basic signature or a more elaborate one, Gmail provides tools to easily create and manage your signature.

How to Add a Custom Email Signature in Gmail

Here’s a comprehensive guide to creating a new signature for your Gmail account.

Step 1: Open Gmail Settings

1. Log in to your Gmail inbox on a desktop.

2. In the top right corner, click on the gear icon to open settings.

3. Select “See all settings” to access the full settings page.

Step 2: Create a New Gmail Signature

1. In the settings menu, navigate to the “General” tab.

2. Scroll down to the “Signature” section.

3. Click “Create new”.

4. Enter a name for your signature (e.g., “Work” or “Personal”) and click "Create".

Step 3: Add Your Contact Details

In the Gmail signature editor, start by entering basic details:

Your name.
Your job title.
Your phone number.
Your business address or website.

You can also edit signature easily by just clicking on the pen icon.

Step 4: Customize Your Signature

1. Format Text: Use the editor to change the font, make text bold, italic, or adjust the size. Highlight key details like your job title.

2. Add Links: Select text (e.g., your website URL) and click the chain icon to insert a hyperlink.

3. Insert Social Icons: Upload small, clickable social media icons (e.g., LinkedIn, Twitter) and link them to your profiles.

4. Include an Image or Logo:

Click the image icon in the editor.
Upload your logo or link an image from your website. Ensure the image is appropriately sized to avoid slowing down email loading times.

Step 5: Set Signature Defaults

Decide where your signature will appear:

For new messages, select your primary signature.
For replies and forwards, you can choose a simpler signature or none at all. Click insert signature before quoted text in replies.

Use the drop-down menu next to each option in the signature defaults section to assign signatures.

Step 6: Save Changes

Scroll to the bottom of the page and click “Save Changes”. This ensures your signature is active and will appear in your emails.

If you would like some signature examples, have a look at our article on: Email Signature Examples [+ Free Email Generators]

How to Create Multiple Signatures in Gmail

Gmail allows you to create multiple signatures for different purposes, such as work, personal, or project-based emails.

1. Follow steps 1–4 above to create your first signature.

2. To add a different signature, go to the Signature section and click “Create new”.

3. Name and design the new signature with different content.

4. When composing an email, click the pen icon below the message to switch between your saved signatures.

Recommended Reading: 31 Cold Email Templates for More Sales

How to Add Gmail Signature on Mobile Devices (Android and iPhone)

If you primarily use Gmail on a mobile device, you’ll need to set up a signature separately on the Gmail app.

For Android:

1. Open the Gmail app and tap the menu in the top left corner.

2. Scroll down and tap “Settings”.

3. Select the account for which you want to add a signature.

4. Tap “Mobile Signature”, then enter your signature text.

5. Changes are saved automatically, and the signature text will appear in all emails sent from your device.

For iPhone:

1. Open the Gmail app and tap the menu (three horizontal lines).

2. Go to Settings and choose your account.

3. Enable the “Mobile Signature” option.

4. Enter your signature details and tap Back to save.

Advanced Tips for Professional Gmail Signatures

Here are some tips to keep in mind:

Use a Gmail Signature Generator

If you’re looking for a sleek and polished signature, consider using a Gmail signature generator or signature creator.

These tools help you design professional email signatures with minimal effort. They typically provide templates that include:

Clickable buttons for actions like scheduling a meeting or visiting your website.
Social media icons that link directly to your profiles, increase engagement.
Banners for promotions, events, or brand messages.
Flexible layouts for incorporating logos, job titles, and additional information.

Using a generator not only saves time but also ensures your signature looks professional and aligns with modern email etiquette.

Add an HTML Signature

An HTML signature allows for a more customized and branded design.

If you have specific branding elements, such as a company color scheme or logo placement, HTML provides the flexibility to create a signature that stands out.

To use an HTML signature, design your signature using an HTML editor or a template tool.
Copy the HTML code and paste it into the signature editor in Gmail.
Gmail will render the HTML, allowing you to preview the design before applying it.

This approach is especially useful for companies or individuals who want a high-impact, visually appealing signature.

Include Social Media Links

Adding social media icons to your signature is a simple way to improve connectivity and engagement. For a professional touch:

Use small, clean icons for platforms like LinkedIn, Twitter, or Instagram.
Link each icon directly to your profile or business page.
Place the icons neatly in a row or column beneath your contact details for easy access.

These icons not only help recipients connect with you across multiple platforms but also boost your online presence.

Common Signature Design Mistakes to Avoid

Here are three main things you need to avoid when creating an email signature.

Too Much Information

While it’s tempting to include every detail about yourself or your business, overloading your signature can make it look cluttered and unprofessional. Stick to essentials like:

Name and job title.
Phone number.
Email address or website.
A couple of clickable links.

Avoid adding long disclaimers or unnecessary quotes unless required by company policy.

Oversized Images

Using large images in your signature, such as a logo or profile picture, can slow down email loading times and may not display properly on all devices. To avoid this:

Resize images to a small, web-friendly format before uploading.

Use a file size under 100 KB whenever possible.

Inconsistent Styles

Inconsistent formatting or styling across your team’s signatures can harm your brand image. Ensure that everyone in your organization uses the same:

Font style and size.

Color scheme.

Layout and design elements.

You can standardize this by sharing a signature template or using a generator that allows for team-wide implementation.

Final Step: Test Your Gmail Signature

Before sending emails with your new signature, send a test email to yourself or a colleague. Verify that:

Links work correctly.

Images display properly.

Formatting looks professional.

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