Where to find your signature settings
Your email signature lives in your account settings, not in individual messages. The exact path depends on which email program you use — Gmail, Outlook, Apple Mail, and others each store this in different places. The good news is that once you change it, every email you send from that account will include the new signature automatically.
Before you start, decide what you want your signature to say. Most people include their name, job title, phone number, and sometimes a company website or social media link. Keep it short — three to five lines is standard. You can also add a logo or image, though not all email programs handle this the same way.
Key Takeaways
- Gmail, Outlook, and Apple Mail each have their signature settings in different locations, but all are found in account settings or preferences, not in the compose window.
- You can create multiple signatures and choose which one to use for each message, or set a default signature that appears on all outgoing mail.
- Images and formatted text work in most email programs, but signatures sent to older email clients may lose their formatting.
- Changes to your signature take effect when ready on new messages but do not change signatures on emails you have already sent.
Changing your signature in Gmail
Open Gmail in a web browser and click the gear icon in the top right corner. Select See all settings, then click the Forwarding and POP/IMAP tab. Scroll down until you see the Signature section.
Click in the text box under Signature and type or paste your new signature. You can format the text using the toolbar — make words bold, change the font, add links, or insert an image. When you are done, scroll to the bottom of the page and click Save Changes. Your new signature will appear on all emails you send from that Gmail account going forward.
If you use multiple Gmail accounts, you can set a different signature for each one. In the same Signature section, you will see a dropdown menu that says -- No signature -- next to each account name. Click that dropdown, select the signature you want for that account, and save.
Changing your signature in Outlook
In Outlook on the web, click the gear icon in the top right and select View all Outlook settings. Go to Mail and then Compose and reply. Scroll down to the Email signature section.
Type your new signature in the text box. You can use the formatting toolbar to add bold text, links, or images. When you finish, click Save at the bottom of the page. The signature will appear on all new messages you compose.
If you use Outlook as a desktop process on Windows or Mac, the path is different. Open Outlook and go to File (Windows) or Outlook (Mac), then Options or Preferences. Look for Mail or Signatures in the left menu. Click Signatures, then click the plus sign to create a new signature or select an existing one to edit. Type your signature and click Save.
Changing your signature in Apple Mail
Open Apple Mail and go to Mail in the menu bar at the top of your screen. Click Preferences (or Settings on newer versions). Click the Signatures tab.
On the left side, you will see a list of your email accounts. Click the account you want to change. On the right side, you will see a text box with any existing signature. Click in that box and type your new signature. You can format text using the menu bar at the top — select text and use Format to make it bold, change the font, or add color.
If you want different signatures for different accounts, repeat this step for each account. Close the Preferences window when you are done, and your new signature will appear on all new emails from that account.
Creating multiple signatures and choosing which one to use
Most email programs let you create more than one signature and pick which one to use for each message. This is useful if you send professional emails from one account and casual emails from another, or if you want different signatures for different types of messages.
In Gmail, create multiple signatures by going back to Settings and the Signature section. Type a new signature in the text box, then click Create new below it. Name this signature something you will recognize, like "Work" or "Casual". Repeat for each signature you want. When you compose a new email, a dropdown menu at the bottom will let you choose which signature to add.
In Outlook on the web, create a new signature the same way — type it in the text box and click Create new. When you compose a message, click the three dots menu and select Signature to choose which one to use. In the desktop version of Outlook, create new signatures in the Signatures window, then click New and name each one. When composing, use the Signature button in the toolbar to pick which one to insert.
What happens to signatures on images and formatted text
If your signature includes bold text, colors, or a logo image, it will look correct when you send it to most modern email programs. However, if you send to someone using an older email client or a very basic system, the formatting may not display correctly — colors might disappear, images might not load, or text might lose its bold formatting.
To avoid problems, keep your signature straightforward. Use standard fonts like Arial or Times New Roman rather than decorative fonts. If you include an image, make sure it is small — under 100 kilobytes — so it does not slow down email delivery. Test your signature by sending a message to a colleague or friend and asking them how it looks on their end.
Troubleshooting common signature problems
If your signature is not appearing on outgoing emails, first check that you actually saved your changes. Go back to your signature settings and confirm the text is still there. If it is, log out of your email account completely, then log back in. Sometimes the email program needs to refresh to show the new signature.
If your signature appears on some emails but not others, you may have set it up for only one account or one folder. Check your settings again and make sure the signature is assigned to the account or folder you are using. If you use multiple accounts in the same program, each one needs its own signature setting.
If your signature looks different on your phone than on your computer — for example, the image does not load or the formatting is wrong — this is usually because mobile email apps handle signatures differently than desktop programs. Test your signature on the device you use most often and adjust if needed.
Frequently Asked Questions
Can I have a different signature for replies than for new messages?
Yes, but only in some email programs. Outlook on the desktop lets you set separate signatures for new messages and replies in the Signatures window — look for the dropdown that says New messages and Replies and forwards. Gmail and Apple Mail do not have this option built in, so the same signature will appear on both new messages and replies.
What if I want no signature on certain emails?
When you compose a message, you can delete the signature before sending. In Gmail, the signature appears at the bottom of the compose window — just highlight it and delete it. In Outlook, do the same. In Apple Mail, you can turn off the signature for that message by clicking the Signature menu and selecting None. The default signature will still appear on your next email.
Can I add my company logo to my signature?
Yes. In Gmail, click in the signature text box, then click the image icon in the toolbar and upload your logo file. In Outlook on the web, click the image icon in the formatting toolbar. In the desktop version, click Insert and then Pictures. In Apple Mail, click Format and then Insert Image. Keep the image small — under 100 kilobytes — so emails send quickly.
Does changing my signature affect emails I already sent?
No. Your signature change only applies to new emails you compose after making the change. Emails you sent before the change will still have the old signature. This is true for all email programs.
Why does my signature look different on my phone?
Mobile email apps sometimes display signatures differently than desktop programs — images may not load, colors may change, or formatting may shift. This usually happens because mobile apps use a simplified version of your email. If this bothers you, test your signature on your phone and simplify it if needed — use plain text and smaller images.