Where to add pronouns in your email signature

Most email clients let you add pronouns to your signature in the same place you write your name and job title. The exact steps depend on which email service you use — Gmail, Outlook, Apple Mail, and others each have their own settings — but the principle is the same: you edit your signature text and type your pronouns where you want them to appear.

Pronouns typically go on the same line as your name, after it in parentheses, or on a separate line below your name. There is no single standard format, so choose what looks clear to you. Common patterns are "James Rodriguez (he/him)" or "James Rodriguez | he/him" or listing pronouns on their own line below your name and title.

Your signature appears at the bottom of every email you send from that account, so anyone who receives mail from you will see your pronouns without you having to state them in each message. This is useful if you want to normalize the practice in your workplace or community, or if your name does not make your pronouns obvious to others.

Key Takeaways

  • Pronouns go in your email signature settings, the same place you add your name and job title, and appear on every email you send.
  • Gmail, Outlook, Apple Mail, and other clients each have different signature settings, but all of them let you edit the text freely.
  • Common formats are parentheses after your name, a slash separator, or pronouns on a separate line — pick whichever looks clearest to you.
  • Your signature is visible to everyone who receives your email, including people outside your organization, so consider your audience before adding pronouns.

Adding pronouns in Gmail

In Gmail, open Settings (the gear icon in the top right), then click "See all settings." Go to the "Signature" tab. In the text box under "Create signature," click where you want to add pronouns — usually after your name — and type them in. You can format them however you like: "(he/him)", "he/him", or on a new line by itself.

If you have multiple email addresses in Gmail, each one can have its own signature. Make sure you are editing the signature for the account you want to change — Gmail shows a dropdown menu at the top of the Signature section that lets you pick which address you are setting up.

After you finish editing, scroll down and click "Save Changes." Your new signature will appear on all emails you send from that account going forward. You can edit it anytime by returning to the same Settings page.

Adding pronouns in Outlook (web and desktop)

In Outlook on the web, click the gear icon in the top right, then "View all Outlook settings." Go to "Mail" and then "Compose and reply." Scroll down to "Email signature" and click in the text box. Type your name and pronouns in whatever format you prefer, then click "Save" at the bottom of the page.

In Outlook on your desktop computer, open the process and go to File > Options > Mail > Signatures. Click "New," give your signature a name, then type your name and pronouns in the text box. Click "OK" when you are done. You can create multiple signatures and choose which one to use for each email, or set one as your default.

Both versions of Outlook let you use basic formatting like bold or italics if you want to make your pronouns stand out, though plain text is simpler and works everywhere.

Adding pronouns in Apple Mail

On Mac, open Apple Mail and go to Mail > Settings (or Preferences on older versions). Click the "Signatures" tab. Select the email account you want to edit from the left sidebar, then click the plus sign to create a new signature or double-click an existing one to edit it. Type your name and pronouns in the text box, then close the window — changes save automatically.

On iPhone and iPad, open Settings > Mail > Signature. You can create one signature for all accounts or a different signature for each account. Tap in the text field and type your name and pronouns, then go back. The signature will appear on all emails you send from that device.

Adding pronouns in other email clients

Most other email services — including Yahoo Mail, ProtonMail, Thunderbird, and others — have a signature setting in their preferences or settings menu. Look for a "Signature," "Email signature," or "Compose" section. The process is the same: find the text box, type your name and pronouns, and save.

If you use a work email system that your employer manages, check with your IT department or help desk before adding pronouns. Some organizations have policies about what can appear in signatures, or they may have a centralized way to manage them. It is worth asking rather than finding out later that your signature was removed or flagged.

Formatting options for pronouns

You have flexibility in how pronouns appear. Parentheses are common and clear: "James Rodriguez (he/him)". A slash with spaces is also readable: "James Rodriguez | he/him". Some people put pronouns on a separate line below their name and title, which draws attention to them without cluttering the first line.

You can also use formatting like bold or italics if your email client supports it, though this is optional. Plain text pronouns are just as effective and work in every situation. The goal is readability — whatever format you choose should be straightforward for someone scanning your signature to understand at a glance.

What to consider before adding pronouns

Your email signature is visible to everyone who receives your messages, including people outside your organization, clients, and people you have never met. If you work in an environment where stating your pronouns could create safety concerns, you do not have to add them to your signature. You can share pronouns in other ways — in your email address book entry, in your company directory, or in conversation — that give you more control over who sees them.

If you do add pronouns to your signature, it can normalize the practice for others and make it easier for people to know how to refer to you. Many workplaces have found that when some people include pronouns, others feel more comfortable doing the same.

Frequently Asked Questions

Can I have different signatures for different types of emails?

Yes. In Outlook and Thunderbird, you can create multiple signatures and choose which one to use for each email. In Gmail, you can create multiple signatures and select which one to use when composing. Apple Mail on Mac lets you create multiple signatures per account. Check your email client's settings to see if this option is available.

Will my pronouns appear on emails I forward or reply to?

Yes. Your signature appears on all emails you send, including replies and forwards. Some email clients let you turn off the signature for a specific email if you need to, but by default it will be included.

What if I want to change my pronouns later?

Edit your signature the same way you created it — go back to your email settings, find the signature section, and update the text. The change takes effect when ready on all new emails you send. Old emails you already sent will still show the pronouns you had at that time.

Can I add pronouns if my email is managed by my employer?

It depends on your organization's policies. Some workplaces encourage pronouns in signatures, while others have restrictions on what can appear. Contact your IT department or manager to ask what is allowed before making changes to a work email account.

Do I have to use just pronouns, or can I add other information?

Your signature can include anything you want — your name, job title, phone number, website, pronouns, or any combination. Keep it readable and professional for your context, but the format is entirely up to you.