Where to find your signature settings in Gmail

Your Gmail signature lives in Settings, not in the compose window. Open Gmail, click the gear icon in the top right corner, then select See all settings. Scroll down until you find the Signature section — it's usually about halfway down the page.

If you have multiple email addresses in Gmail (sometimes called aliases or linked accounts), you'll see a dropdown menu at the top of the Signature section. Make sure you're editing the signature for the correct email address before you make changes.

Key Takeaways

  • Your signature settings are in Gmail Settings under the Signature section, not in the compose window.
  • You can create different signatures for each email address you manage through Gmail.
  • Gmail lets you add text, links, images, and formatting to your signature without needing to code.
  • You can set Gmail to automatically add your signature to new emails but not to replies, or vice versa.
  • Changes to your signature take effect when ready on all new emails you send.

Creating a new signature from scratch

In the Signature section, click inside the text box next to your email address. Type or paste whatever you want to appear at the bottom of your emails — your name, job title, phone number, website, or any other information you want recipients to see.

You can format the text using the toolbar above the text box. The buttons let you make text bold or italic, change the font size and color, add links, and create lists. If you want to add an image (like a logo), click the image icon and upload a file from your computer or paste a web address.

When you're done, scroll to the bottom of the Settings page and click Save Changes. Your new signature will appear on all new emails you send from that address.

Replacing an existing signature

If you already have a signature and want to change it, click in the signature text box and select all the text (Ctrl+A on Windows, Command+A on Mac). Delete it, then type or paste your new signature.

You can also edit just parts of your existing signature without deleting everything. Click where you want to make a change, highlight the text you want to replace, and type the new version. This is faster if you're only updating a phone number or job title.

Using different signatures for different situations

Gmail only lets you set one signature per email address. If you want different signatures for different purposes — one for work emails and one for personal use, for example — you have two options.

The first option is to create a second email address in Gmail and set a different signature for each one. You can switch between them using the dropdown at the top of the compose window.

The second option is to use a signature template. Type your most common signature in Settings, then when you need a different one, delete it before sending and type a new one manually. This takes more time but works if you only need variations occasionally.

Controlling when your signature appears

By default, Gmail adds your signature to new emails you write. If you also want it on replies and forwarded messages, check the box that says Insert signature before quoted text in replies and remove the "--" line that precedes it. This puts your signature above the original message instead of below it.

If you don't want your signature on replies at all, leave that box unchecked. Your signature will only appear on brand-new emails you start from scratch.

Some people prefer their signature only on new emails because replies are usually shorter and a full signature can make the message feel formal. Others want it on everything so recipients always have their contact information. Choose what feels right for how you use email.

Troubleshooting signatures that don't appear

If you've saved a signature but it's not showing up on your emails, first check that you actually clicked Save Changes at the bottom of the Settings page. Changes don't take effect until you save.

Second, check whether you turned off signatures for replies. If you only set up a signature and didn't check the box for replies, your signature won't appear on messages you're responding to — only on new emails you start.

Third, make sure you're sending from the correct email address. If you have multiple addresses in Gmail, each one has its own signature. If you switch to a different address in the compose window, it will use that address's signature instead.

If none of these steps work, try logging out of Gmail completely, waiting a few minutes, and logging back in. Sometimes the browser cache holds onto old settings and a fresh login clears it.

Adding links and images to your signature

To add a clickable link, highlight the text you want to turn into a link, then click the link icon in the toolbar. Paste the web address (including https://) in the box that appears and click OK.

To add an image, click the image icon in the toolbar. You can upload a file from your computer or paste the web address of an image that's already online. Keep images small — large images make your email file size bigger and can slow down delivery. A logo or headshot should be no more than a few hundred pixels wide.

Images in signatures sometimes don't load for recipients if their email client blocks images by default. Always include text information (your name, phone number, website) alongside any image so people can reach you even if the image doesn't show.

Frequently Asked Questions

Can I have different signatures for different folders or labels?

No. Gmail only lets you set one signature per email address. If you need different signatures for different purposes, create a second Gmail address and set a different signature for each one. You can switch between them in the compose window.

Will my signature appear on emails I send from my phone?

Yes, if you're using the Gmail app. The signature you set in Gmail Settings will appear on emails you send from the app on any device. Some third-party email apps may not support Gmail signatures, so check your app's settings if you're using something other than Gmail's official app.

What happens to my signature if I delete my Gmail account?

Your signature is tied to your Gmail account. If you delete the account, the signature is deleted with it. If you're switching to a different email provider, you'll need to set up a new signature in that provider's settings.

Can I use HTML code in my signature?

Gmail's signature editor doesn't let you paste raw HTML code. You can only use the formatting buttons in the toolbar. If you need advanced formatting, you can create the signature in a document, take a screenshot, and add it as an image instead.

How do I remove my signature completely?

Click in the signature text box and select all the text (Ctrl+A or Command+A). Delete it, leaving the box empty. Scroll to the bottom and click Save Changes. Your emails will no longer have a signature.