Add a signature in your email client's settings

Most email services let you create a signature that appears automatically at the bottom of every message you send. You set this up once in your account settings, and then it shows up without you having to type it each time. The steps differ slightly depending on whether you use Gmail, Outlook, Apple Mail, or another service, but the concept is the same: you write the signature text, save it, and choose when it appears.

A signature typically includes your name, job title, phone number, or website — whatever you want people to see when they read your email. You can use plain text or add basic formatting like line breaks. Some services also let you include a logo or image, though that works better on desktop than on phones.

Key Takeaways

  • Gmail, Outlook, and Apple Mail all have signature settings in their account preferences, and you can create multiple signatures if you need different ones for different purposes.
  • Most email services let you choose whether your signature appears on all messages, only on new emails, or only on replies.
  • A signature is stored on the email service's servers, so it will appear the same way whether you send from a phone, tablet, or computer.
  • Plain text signatures work everywhere; signatures with images or special formatting may not display correctly on all devices or email clients.

How to add a 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 to the Signature section and click Create new. Type a name for this signature (for example, "Work" or "Personal"), then click Create.

In the text box that appears, type or paste your signature. You can use the formatting toolbar to add bold, italics, links, or other styling. When you are finished, scroll down and click Save Changes. If you have multiple email addresses in Gmail, you can set a different signature for each one by selecting the address from the dropdown menu before you create the signature.

By default, Gmail adds your signature to all outgoing messages. If you want to turn it off for specific emails, you can delete it from the message before sending. To change when your signature appears, go back to the signature settings and look for the option to explore it to new messages only, replies only, or all messages.

How to add a signature in Outlook (web and desktop)

In Outlook on the web, click the gear icon and select View all Outlook settings. Go to Mail and then Compose and reply. Under Email signature, type your signature in the text box. You can format it using the toolbar above the box. When you are done, click Save at the bottom of the page.

In Outlook on your computer (Windows or Mac), click File, then Options (Windows) or Preferences (Mac). Select Mail and then Signatures. Click the plus sign to create a new signature, give it a name, and type your signature text in the editing area. You can create separate signatures for new messages and replies. When you finish, click OK or Save.

How to add a signature in Apple Mail

Open Apple Mail and click Mail in the menu bar, then select Settings (or Preferences on older versions). Click the Signatures tab. Select your email account on the left side, then click the plus sign to create a new signature. Type a name for it, then type your signature text in the box on the right.

Apple Mail lets you set a different signature for each email account. If you have multiple accounts, select each one and create a signature for it separately. You can also choose a default signature from the dropdown menu at the bottom of the window. When you are finished, close the settings window — your changes save automatically.

Signatures on phones and tablets

If you use Gmail, Outlook, or Apple Mail on your phone or tablet, your signature appears the same way as it does on your computer because it is stored on the email service's servers, not on your device. You set it up once through the web version or the desktop app, and it shows up on all your devices automatically.

Some phone email apps (like the default Mail app on iPhone or the Gmail app on Android) do not let you edit your signature directly in the app. Instead, you have to go to the web version of your email to change it. Check your app's settings first — if you do not see a signature option there, log into your email account through a web browser on your phone and edit it from the settings page.

When signatures do not appear correctly

Signatures with images, colored text, or special fonts sometimes look different depending on what email client the recipient uses. A signature that looks perfect in Gmail might appear as plain text or broken links in Outlook, or vice versa. If you need your signature to look the same for everyone, stick to plain text with basic formatting like bold or italics.

Some email services strip out images or links from signatures for security reasons. If your signature includes a logo or clickable link and it is not showing up, try uploading the image to a web server and linking to it instead of embedding it directly. You can also test your signature by sending a message to yourself and opening it in different email clients to see how it displays.

Multiple signatures for different purposes

Most email services let you create more than one signature. You might have a professional signature for work emails and a casual one for personal messages. In Gmail, Outlook, and Apple Mail, you can create as many signatures as you want and choose which one to use when you compose a new message.

In Gmail, click the dropdown arrow next to the signature field when you are writing an email to pick which signature you want to add. In Outlook on the web, the signature is usually added automatically, but you can delete it and choose a different one from the dropdown menu. In Outlook on your computer and Apple Mail, you can set a default signature for each account and manually change it for individual messages if needed.

Frequently Asked Questions

Can I add an image or logo to my signature?

Yes, most email services support images in signatures. In Gmail, use the image icon in the formatting toolbar. In Outlook, click Insert and then Pictures. In Apple Mail, drag and drop an image into the signature box. Keep images small — large images can make emails slow to load and may not display on phones.

Will my signature appear on emails I forward?

By default, most email services add your signature only to new messages and replies, not to forwarded messages. If you want your signature on forwarded emails too, you may need to add it manually or change your settings. Check your email service's signature options to see if there is a setting for this.

What if I want different signatures for different email addresses?

Gmail, Outlook, and Apple Mail all let you set a different signature for each email account you have. Create the signature in your settings, then select which account it applies to. When you compose a message, the correct signature will appear based on which account you are sending from.

Can I remove my signature from a specific email?

Yes. When you are composing a message, you can delete your signature before sending. straightforward highlight the signature text and press Delete. This works in all major email services, though it means doing it manually for each message rather than having it happen automatically.

Why is my signature not showing up on emails I send?

Check that you actually saved your signature in your email settings — sometimes the save button is straightforward to miss. Also verify that your signature is enabled for the type of message you are sending (new messages, replies, or both). If you are using a phone app, try setting up your signature through the web version instead, as some apps do not support signature editing.