Where to find the signature setting in your email client

The signature setting lives in your account settings, not in the compose window. In Gmail, open Settings (the gear icon in the top right), click the "Forwarding and POP/IMAP" tab, scroll down to "Signature", and click "Create new". In Outlook on the web, go to Settings > Mail > Compose and reply, then find "Email signature" in that section. On Apple Mail, the signature editor is under Mail > Settings > Signatures (Mac) or Settings > Mail > Signatures (iPhone/iPad).

The exact path depends on whether you use webmail (Gmail, Outlook.com, Yahoo Mail) or a desktop process (Outlook, Apple Mail, Thunderbird). Webmail signatures are stored on the company's server, so they appear the same on any device you log into. Desktop process signatures are stored on that computer only, so you may need to add the same signature on your work computer and home computer separately.

Key Takeaways

  • Signatures are created in Settings or Preferences, not in the compose window, and the exact location varies by email provider.
  • A basic signature should include your name, job title, phone number, and company name — nothing longer than four lines.
  • You can set different signatures for different email accounts if you have more than one in the same client.
  • Webmail signatures sync across devices, but desktop process signatures stay on one computer unless you manually recreate them.
  • Most email clients let you choose whether the signature appears on new messages, replies, or both.

What to include in a professional signature

A signature should be short enough that it does not make every email longer than necessary. Include your full name, your job title, your company or organization name, a phone number, and a web address if you have one. Four lines is a reasonable limit. Avoid colored text, large fonts, images, or links that do not serve a business purpose — these can fail to display correctly on phones or in some email clients, and they make your message harder to read.

If you work in a field with legal requirements — law, finance, real estate — check whether your company or industry has rules about what must appear in a signature. Some organizations require specific language about licensing, disclaimers, or confidentiality notices. Ask your manager or compliance team before you finalize it.

Setting up different signatures for different accounts

If you have multiple email accounts in the same client, you can create a different signature for each one. In Gmail, create each signature in the Settings for that account, then choose which signature appears by default when you compose from that account. In Outlook on the web, the signature setting applies to your entire account, but you can manually select a different signature when you compose a message. In desktop Outlook, go to File > Options > Mail > Signatures and create multiple signatures, then assign each one to the account you want it to appear on.

This is useful if you have a work email and a personal email in the same inbox, or if you manage email for multiple organizations. The signature will automatically appear when you compose from that account, but you can still change it manually before you send if you need to.

Choosing when your signature appears

Most email clients let you control whether the signature appears on new messages only, on replies and forwards only, or on both. In Gmail, this option is in the same Settings section where you create the signature — look for "Insert signature before quoted text" and "Insert signature above quoted text". In Outlook, go to File > Options > Mail > Signatures and check the boxes for "New messages" and "Replies and forwards" separately. On Apple Mail, signatures appear on new messages by default, and you can turn them off per message in the compose window.

Many people prefer signatures only on new messages, not on replies, because a reply already shows who you are and what you said. Others want them on everything for consistency. Choose based on what feels right for your workplace — if you are unsure, match what your coworkers do.

Fixing a signature that does not display correctly

If your signature looks wrong on some devices or in some email clients, the most common cause is formatting that does not translate across platforms. Colored text, custom fonts, or images often fail to display the same way on a phone as they do on a computer. The safest approach is to use plain text only — black text, standard font, no images or links except a plain web address.

If you need a logo or specific formatting, test it by sending a message to yourself from your email account and opening it on a phone, in a different email client, and in webmail. If it looks wrong in any of those places, simplify it. Signature images also increase email file size, which can cause problems for people with slow connections or full inboxes.

Adding a signature to your phone or tablet

On iPhone or iPad, open Settings > Mail > Signatures and create a signature for each account you use. You can set a default signature that appears on all new messages, or turn signatures off entirely and add them manually when you need them. On Android, the process depends on which email app you use — Gmail has signatures in Settings > Your account > Manage your Google Account > Mail settings, while Outlook has them in Settings > Accounts > [Your account] > Signature.

Phone signatures are especially useful because composing on a small screen makes it straightforward to forget to include your contact information. A signature ensures it is always there without you having to type it each time.

Updating or removing a signature

To change a signature you have already created, go back to the same Settings section where you created it and edit the text. The new signature will appear on all future messages, but it will not change signatures on messages you have already sent. If you want to remove a signature entirely, delete the text in the signature field or uncheck the box that turns it on — the setting varies by email client.

If you have the same signature on multiple devices or accounts, you will need to update it in each place separately. Webmail signatures update everywhere you log in, but desktop process signatures stay on one computer.

Frequently Asked Questions

Can I use HTML or special formatting in my signature?

Most email clients support basic HTML, but it often displays differently on phones than on computers. Stick to plain text, standard fonts, and black text unless you have tested the signature on multiple devices and it looks correct everywhere. If you need a logo, ask your IT department whether your company has a standard signature template.

What if my signature does not appear on replies?

Check your Settings to make sure "Replies and forwards" is turned on. If it is, your email client may be set to quote the original message above your signature, which can make it look like the signature is missing. Scroll down to see if it is below the quoted text. Some clients also let you turn signatures off for individual messages in the compose window.

Can I have a different signature for work and personal emails?

Yes. Create a separate signature for each account in your Settings, then assign each one to the account you want it on. When you compose a message, the correct signature will appear automatically based on which account you are sending from.

Does my signature count toward my email storage limit?

No. Signatures are stored separately from your mailbox and do not count toward your storage quota. However, if your signature includes images, those images are stored on a server somewhere, and the link to them is included in every message you send.

Why does my signature look different on my phone than on my computer?

Different email clients and devices render text, colors, and formatting differently. Test your signature by sending a message to yourself and opening it on both devices. If it looks wrong on your phone, simplify it to plain text only.