TheTest.com

Email Signatures

Create and set up professional email signatures in Gmail, Outlook, and Apple Mail

A good email signature saves you from typing your name, title, and phone number at the bottom of every message. It also makes you look professional without any effort. Here is how to set one up in the most common email apps, plus tips for making it look right everywhere.

Gmail (web)

Gmail signatures are set up in the browser and work the same on every operating system.

  1. Open Gmail and click the gear icon in the top-right, then click See all settings
  2. Scroll down to the Signature section on the General tab
  3. Click Create new and give your signature a name (like "Work" or "Personal")
  4. Type your signature in the editor. Use the formatting toolbar to bold text, add links, or insert an image
  5. Under Signature defaults, choose which signature to use for new emails and for replies/forwards
  6. Scroll to the bottom and click Save Changes

To add an image (like a company logo), click the Insert image icon in the signature editor toolbar and upload your file or paste a URL.

Outlook desktop (Mac)

  1. Open Outlook and go to Outlook > Settings in the menu bar
  2. Click Signatures in the Email section
  3. Click the + button to create a new signature
  4. Give it a name and type your signature in the editor below
  5. Use the formatting toolbar to style text, add links, or insert an image
  6. Under Default signatures, choose which account and whether to apply it to new messages, replies, or both
  7. Close the settings window. Your signature is saved automatically

Apple Mail

  1. Open Mail and go to Mail > Settings in the menu bar
  2. Click the Signatures tab
  3. Select your email account in the left column
  4. Click the + button at the bottom to create a new signature
  5. Give it a name (double-click "Signature #1" to rename) and type your signature in the preview area on the right
  6. To make it your default, choose it from the Choose Signature dropdown at the bottom
  7. Uncheck Always match my default message font if you want to control the formatting yourself

To add an image, drag it directly into the signature preview area.

Outlook on the web

  1. Go to outlook.com or outlook.office.com and sign in
  2. Click the gear icon in the top-right, then click View all Outlook settings at the bottom
  3. Go to Mail > Compose and reply
  4. Under Email signature, type your signature or paste HTML
  5. Check the boxes for Automatically include my signature on new messages and on replies and forwards as needed
  6. Click Save

Frequently Asked Questions

Should I use an image-only signature?▾

No. Image-only signatures get blocked by most email clients by default (recipients see a broken image icon or nothing at all). They also break on mobile, are inaccessible to screen readers, and cannot be copied or clicked. Use text for your contact info and only include an image for a logo alongside the text.

Can I have different signatures for different situations?▾

Yes. Gmail, Outlook, and Apple Mail all support multiple signatures. Create separate ones (like "Work" and "Personal" or "Internal" and "External") and choose which to use when composing. In Gmail and Outlook, you can set a default and switch to another from the compose window.

Why does my signature look different when other people receive it?▾

Email formatting is unreliable. Different email clients render HTML differently, and some strip out styles entirely. Keep your signature simple: use standard fonts (Arial, Helvetica, Verdana), avoid tables for layout when possible, and test by sending yourself an email and checking it in both Gmail and Outlook. Complex HTML signatures almost always break somewhere.

How long should my email signature be?▾

Four to six lines is the sweet spot. Include your name, title, company, phone number, and one or two relevant links (website, LinkedIn). Anything beyond that gets ignored. Skip inspirational quotes, legal disclaimers you were not told to include, and social media icons for platforms you do not actively use for work.

Why is my signature not showing up on replies?▾

Check your signature settings to make sure it is set to appear on replies and forwards, not just new messages. In Gmail, this is under Signature defaults in settings. In Outlook, it is in the Choose default signature section. Apple Mail applies signatures per account, so make sure you selected the right one.