How to Create an Email Signature in Gmail

Category: Google Workspace
Applies to: Windows 10/11, macOS, iPhone, iPad, Android, and Web Browsers
Difficulty: Beginner
Estimated Time: 3–5 minutes

Overview

Gmail allows you to create a personalized email signature that automatically appears at the bottom of your outgoing messages. Your signature can include your name, job title, company name, phone number, website, and other business contact information. This guide explains how to create, edit, and manage your Gmail signature using your computer or mobile device.

Before You Begin:

  • Make sure you are signed into your Google Workspace work account.
  • Have your business contact information available.
  • Confirm that your device is connected to the internet.
  • Check whether your organization has an approved email signature template.
  • If your organization provides a standard signature, use the approved format.

Important: Some organizations centrally manage email signatures. If your organization automatically applies a company signature, contact True Synergy Networks before making changes.

Note: Gmail signatures configured through a computer can contain images, links, and formatted text. Mobile signatures have more limited formatting options.

Windows or Mac — Create a Gmail Signature

Step 1: Open Gmail

  1. Open your preferred web browser, such as Google Chrome, Microsoft Edge, Safari, or Firefox.
  2. Visit https://mail.google.com.
  3. Sign in using your Google Workspace work email address.
  4. Complete any required Two-Step Verification.

Step 2: Open Gmail Settings

  1. Click the Settings gear icon in the upper-right corner.
  2. Select See all settings.
  3. Make sure the General tab is selected.
  4. Scroll down to the Signature section.

Step 3: Create a New Signature

  1. Under Signature, click Create new.
  2. Enter a name for your signature, such as Work Signature.
  3. Click Create.
  4. Select the newly created signature.
  5. Enter your name, job title, company name, and contact information.

Example Email Signature:

John Smith
Account Manager
Example Company
Phone: (555) 123-4567
Email: john@example.com
Website: www.example.com

Note: Your signature name is only used to identify the signature in Gmail settings. It does not appear in outgoing messages.

Important: Follow your organization’s approved branding guidelines. Avoid adding personal information, unapproved promotional content, or confidential business details.

Step 4: Format Your Signature

Gmail provides formatting tools that allow you to customize the appearance of your signature.

  1. Highlight the text you want to format.
  2. Use the available formatting tools to change the font, size, or text color.
  3. Add bold or italic formatting if desired.
  4. Use the Insert link button to add a website hyperlink.
  5. If your organization permits it, use the Insert image button to add an approved company logo.
  6. Review your signature to confirm that it appears correctly.

Note: Gmail supports signatures containing up to 10,000 characters, including certain formatting and image information.

Recommendation: Keep your signature clean and professional. Avoid unnecessarily large images or excessive formatting that may not display consistently across email applications.

Step 5: Set Your Default Signature

  1. Locate Signature defaults beneath the signature editor.
  2. Under For new emails use, select the signature you created.
  3. Under On reply/forward use, select your preferred signature.
  4. If desired, enable the option to insert your signature before quoted text in replies.
  5. Scroll to the bottom of the Settings page.
  6. Click Save Changes.

Your signature should now automatically appear when composing new messages according to your selected settings.

Note: You can choose a different signature for new messages and replies, or select No signature for either option.

Step 6: Verify Your Signature

  1. Return to your Gmail Inbox.
  2. Click Compose.
  3. Verify that your signature appears in the message.
  4. Review the formatting and contact information.
  5. Send a test email to yourself.
  6. Open the received email to confirm that your signature displays correctly.

Note: Some email applications may display fonts, images, or spacing differently from Gmail.

iPhone or iPad — Create a Gmail Signature

Step 1: Open Gmail

  1. Open the Gmail application on your iPhone or iPad.
  2. Make sure you are signed into your Google Workspace work account.
  3. Tap the Menu icon in the upper-left corner.

Step 2: Open Signature Settings

  1. Scroll down and tap Settings.
  2. Under Compose and Reply, select Signature settings.
  3. Turn on Mobile Signature.

Step 3: Create Your Mobile Signature

  1. Tap the signature text field.
  2. Enter your desired signature.
  3. Include your name, job title, and relevant contact information.
  4. Tap Back to save your changes.

Example Mobile Signature:

John Smith
Account Manager | Example Company
(555) 123-4567
www.example.com

Note: Mobile signatures generally use simpler formatting than signatures created through Gmail on a computer.

Important: If you have multiple Google accounts configured in Gmail, review the signature settings for the correct work account.

Step 4: Verify Your Signature

  1. Return to your Gmail Inbox.
  2. Tap Compose.
  3. Confirm that your signature appears.
  4. Send a test email to yourself if desired.

Note: If you do not configure a mobile signature, Gmail may use the signature configured through Gmail on your computer.

Android — Create a Gmail Signature

Step 1: Open Gmail

  1. Open the Gmail application on your Android device.
  2. Make sure you are signed into your Google Workspace work account.
  3. Tap the Menu icon in the upper-left corner.

Step 2: Open Signature Settings

  1. Scroll down and select Settings.
  2. Select your Google Workspace work account.
  3. Locate Mobile signature.
  4. Tap Mobile signature.

Step 3: Create Your Mobile Signature

  1. Enter your name, job title, company name, and contact information.
  2. Review the text for accuracy.
  3. Tap OK to save your signature.

Example Mobile Signature:

John Smith
Account Manager | Example Company
(555) 123-4567
www.example.com

Note: The Gmail application for Android uses a mobile signature setting that is separate from the signature editor available in Gmail on a computer.

Step 4: Verify Your Signature

  1. Return to your Gmail Inbox.
  2. Tap Compose.
  3. Confirm that your signature appears beneath your message.
  4. Send a test email to yourself if desired.

Note: If you do not configure a mobile signature, Gmail may use the signature created through Gmail on your computer.

How to Create Multiple Gmail Signatures

Gmail allows you to create more than one signature for different situations.

For example, you may want:

  • A complete signature for new customer emails.
  • A shorter signature for replies.
  • A separate signature for a different authorized sending address.

Step 1: Open Signature Settings

  1. Open Gmail on your computer.
  2. Click Settings → See all settings.
  3. Make sure the General tab is selected.
  4. Scroll to Signature.

Step 2: Create Another Signature

  1. Click Create new.
  2. Enter a name for the additional signature.
  3. Click Create.
  4. Enter the new signature information.
  5. Format the signature as desired.
  6. Scroll to the bottom and click Save Changes.

Step 3: Select a Signature While Composing

  1. Return to your Gmail Inbox.
  2. Click Compose.
  3. Locate the Insert signature button, represented by a pen icon near the bottom of the compose window.
  4. Click the icon.
  5. Select the signature you want to use.

Note: Selecting a different signature while composing affects that message. It does not necessarily change your default signature settings.

How to Edit an Existing Gmail Signature

If your phone number, job title, or other information changes, you can update your signature at any time.

Windows or Mac

  1. Open Gmail.
  2. Navigate to Settings → See all settings → General.
  3. Scroll to Signature.
  4. Select the signature you want to edit.
  5. Update the text, links, or approved images.
  6. Scroll to the bottom of the page.
  7. Click Save Changes.

iPhone or iPad

  1. Open the Gmail application.
  2. Tap Menu → Settings.
  3. Select Signature settings under Compose and Reply.
  4. Edit your mobile signature.
  5. Tap Back to save your changes.

Android

  1. Open the Gmail application.
  2. Tap Menu → Settings.
  3. Select your Google Workspace work account.
  4. Tap Mobile signature.
  5. Update your signature.
  6. Tap OK.

Note: Changes to your mobile signature may not automatically update the signature configured in Gmail on your computer.

How to Remove a Gmail Signature

If you no longer want Gmail to automatically add a signature, you can disable or delete it.

Windows or Mac

  1. Open Gmail.
  2. Navigate to Settings → See all settings → General.
  3. Scroll to Signature.
  4. Under Signature defaults, select No signature for new messages and replies if you want to stop using it automatically.
  5. To permanently delete a signature, select it and click the Delete icon.
  6. Confirm the deletion if prompted.
  7. Click Save Changes.

iPhone or iPad

  1. Open Gmail.
  2. Navigate to Menu → Settings → Signature settings.
  3. Turn off Mobile Signature.
  4. Return to Gmail.

Note: Turning off your mobile signature may cause Gmail to use your desktop-configured signature instead.

Android

  1. Open Gmail.
  2. Navigate to Menu → Settings.
  3. Select your Google Workspace work account.
  4. Tap Mobile signature.
  5. Remove the existing signature text.
  6. Tap OK.

Note: If no mobile signature is configured, Gmail may use your desktop-configured signature.

Troubleshooting

My Gmail Signature Is Not Appearing

If your signature does not automatically appear:

  1. Open Gmail on your computer.
  2. Navigate to Settings → See all settings → General → Signature.
  3. Confirm that your signature has been saved.
  4. Verify that the correct signature is selected under Signature defaults.
  5. Check whether you are composing a new message or replying to an existing email.
  6. Make sure the appropriate signature is selected for that message type.
  7. Click Save Changes.

If the issue continues, contact True Synergy Networks.

My Signature Looks Different on My Phone

Mobile Gmail applications may display or use signatures differently from Gmail on a computer.

  1. Open the Gmail application.
  2. Navigate to the mobile signature settings.
  3. Review your configured signature.
  4. Update the text if necessary.
  5. Send a test email to verify the result.

Note: Mobile Gmail signatures may not support the same rich formatting and images available in Gmail on a computer.

My Company Logo Is Not Appearing

If your company logo is missing from your email signature:

  1. Open Gmail on your computer.
  2. Navigate to your signature settings.
  3. Check whether the image appears in the signature editor.
  4. Confirm that the image was added using Gmail’s supported image tools.
  5. Verify that the image is not excessively large.
  6. Save your changes.
  7. Send a test email.

Note: Some recipients’ email applications automatically block external images. This can prevent your company logo from appearing until the recipient allows images to load.

If your organization’s centrally managed signature is not displaying correctly, contact True Synergy Networks.

My Signature Appears Twice

If your signature appears twice in an outgoing email:

  1. Check whether Gmail is automatically inserting your signature.
  2. Verify that you are not manually adding the same signature.
  3. Review your mobile signature settings if sending from a phone.
  4. Check whether your organization automatically adds an email signature.

Important: If your organization applies a company signature automatically, contact True Synergy Networks before attempting to modify or remove it.

My Signature Is Missing From Replies

If your signature appears on new emails but not replies:

  1. Open Gmail on your computer.
  2. Navigate to Settings → See all settings → General → Signature.
  3. Locate Signature defaults.
  4. Check the On reply/forward use setting.
  5. Select your preferred signature.
  6. Click Save Changes.

Note: Gmail allows separate default signatures for new emails and replies or forwarded messages.

I Cannot Edit My Signature

If your signature cannot be changed:

  1. Verify that you are signed into the correct Google Workspace account.
  2. Confirm that you are editing your Gmail signature settings.
  3. Try accessing Gmail through a supported web browser.
  4. Check whether your organization automatically manages email signatures.

If signature editing is restricted or your organization requires a specific format, contact True Synergy Networks.

Additional Information

  • Gmail signatures can include contact information, website links, and approved company branding.
  • Gmail on a computer supports formatted text, hyperlinks, and images.
  • Mobile Gmail applications use separate mobile signature settings.
  • You can create multiple signatures and choose which one to use.
  • Gmail supports separate default signatures for new messages and replies.
  • Email signatures may display differently depending on the recipient’s email application.
  • Your organization may require a standardized email signature.
  • Centrally managed email signatures should be maintained by True Synergy Networks.

Security Reminder: Never include passwords, verification codes, confidential business information, or sensitive personal details in your email signature. Only use approved company logos, contact information, and branding. If your organization manages email signatures centrally, contact True Synergy Networks before making changes.