Add a signature in Gmail settings in under two minutes

A Gmail signature is a block of text that appears at the bottom of every email you send — usually your name, title, phone number, or a closing line. You add it once in Gmail settings, and it shows up automatically on all your outgoing mail. The process takes about 90 seconds and requires no special knowledge.

Open Gmail in your web browser (not the phone app). Click the gear icon in the top right corner, then select See all settings. Scroll down to the section labeled Signature. Click Create new, give your signature a name (like "Work" or "Personal"), then type or paste the text you want to appear at the bottom of your emails. Click Save Changes at the bottom of the page. From that moment on, every new email you compose will include that signature automatically.

Key Takeaways

  • You create a signature in Gmail settings under the Signature section, not in the email composer itself.
  • Gmail lets you create multiple signatures — for example, one for work and one for personal use — and choose which one to use for each email.
  • The signature appears only on new emails you write, not on replies or forwarded messages, unless you change that setting.
  • You can include line breaks, contact information, and even a straightforward image or logo in your signature using the formatting toolbar.

Set up multiple signatures for different purposes

If you use Gmail for both work and personal email, or if you manage multiple projects, you can create separate signatures for each one. Follow the same steps above, but instead of clicking Create new once, click it again to add a second signature. Give each one a distinct name so you can tell them apart.

When you compose a new email, a dropdown menu appears near the bottom of the compose window that lets you pick which signature to use — or none at all. This is useful if you send professional emails from the same account as casual ones, or if you want different contact information for different roles.

Control when your signature appears

By default, Gmail adds your signature only to new emails you write from scratch. It does not appear on replies or forwarded messages. If you want your signature on every single email — including replies — scroll back to the Signature section in settings and check the box that says Insert signature before quoted text in replies and forwards. This places your signature above the original message, which some people prefer for clarity.

If you leave that box unchecked, your signature will only appear when you start a brand-new email thread. This is the most common choice, because adding a signature to every reply can make conversations harder to read.

Format your signature with text styling and links

The signature editor includes a toolbar with basic formatting options. You can make text bold or italic, change the font or color, add bullet points, or create a link. To add a link, highlight the text you want to turn into a link, click the link icon in the toolbar, and paste the URL.

Keep your signature straightforward and readable. A common format is your name on the first line, your title on the second, your phone number on the third, and your website or email on the fourth. Avoid large blocks of text or multiple colors, which can look unprofessional and may not display correctly on all devices or email clients.

Add an image or logo to your signature

You can insert a small image — like a company logo or headshot — into your signature. In the signature editor, click the image icon in the toolbar, then choose Upload to select a file from your computer. Gmail will resize it to fit, but keep your image small (under 100 pixels wide is a safe bet) so it does not make your signature take up too much space.

Images in signatures can slow down email loading for recipients with slow internet, so use them sparingly. A single small logo works well; a full-size photo usually does not. If you are unsure whether an image will display correctly, send a test email to yourself or a colleague and check how it looks on their phone and computer.

Troubleshoot a signature that is not showing up

If you created a signature but it is not appearing on your emails, first check that you actually saved your changes. Scroll to the bottom of the settings page and look for the Save Changes button — if you did not click it, your signature was never saved. Click it now and try composing a new email.

If you created the signature but set it to appear only on new emails (not replies), and you are testing it by replying to an existing message, that is why you do not see it. Start a brand-new email instead. If your signature still does not appear, sign out of Gmail completely, wait a few seconds, and sign back in. Sometimes Gmail needs a full refresh to explore new settings.

Frequently Asked Questions

Can I use different signatures on different devices?

Your signature is stored in your Gmail account, so it appears on all devices — phone, tablet, computer — as long as you are signed into the same account. However, the Gmail phone app has limited signature options. For full control, make changes in the web version of Gmail.

What if I do not want a signature on one specific email?

When you compose an email, the signature dropdown menu near the bottom of the compose window lets you select -- No signature --. This removes your signature from that single email without changing your default settings.

Can I include my social media links in my signature?

Yes. Use the link tool in the signature editor to turn your social media handles or profile URLs into clickable links. Keep the text short — for example, "LinkedIn" or "Twitter" rather than the full URL — so your signature stays clean and professional.

Does my signature appear in emails I send from Gmail on my phone?

Yes, if you use the Gmail app. The signature you set up in the web version of Gmail will appear on emails sent from the app. However, the Gmail app does not let you create or edit signatures — you must do that in the web version.

Can I add a signature to emails I send using Gmail's scheduling feature?

Yes. Scheduled emails include your signature just like regular emails do. The signature is added when you schedule the email, not when it actually sends, so if you change your signature later, the scheduled email will still use the old one.