Add a signature in your email program's settings
A signature is a block of text that appears at the bottom of every email you send — usually your name, title, phone number, or a short message. Instead of typing it each time, you set it once in your email program's settings and it attaches automatically. Most email services let you create and manage signatures in a few clicks.
The exact steps depend on which email program you use. Gmail, Outlook, Apple Mail, and other services all store signatures in different places, but the process is similar: you go to settings, find the signature section, write what you want, and choose whether to add it to all emails or just some.
You can create multiple signatures if you need different ones for different purposes — a formal one for client work, a casual one for internal team emails, or a signature with your business address for official correspondence. Most programs let you set a default signature and pick a different one when you need to.
Key Takeaways
- Signatures are created in your email program's settings, not in the email itself, and they attach automatically to every message you send.
- Gmail signatures are found under Settings > Advanced > Signature; Outlook uses File > Options > Mail > Signatures; Apple Mail uses Mail > Settings > Signatures.
- You can create multiple signatures and choose which one to use for each email, or set one as your default.
- Signatures can include text, line breaks, and links, but most email programs do not support images or special formatting in signatures.
How to add a signature in Gmail
Open Gmail and click the gear icon in the top right corner, then select See all settings. Scroll down until you find the Signature section — it is usually near the bottom of the General tab. Click Create new and give your signature a name (like "Work" or "Professional").
Type or paste the text you want in your signature. You can use the formatting buttons above the text box to make text bold, italic, or underlined, and to add links. When you are done, scroll down and click Save Changes. The next time you compose an email, your signature will appear at the bottom automatically.
If you created multiple signatures, you can choose which one to use before sending. When you open a new email to compose, look for a small arrow or dropdown near the bottom of the message — it usually says Insert signature or shows your signature name. Click it to pick a different one, or leave it as is to use your default.
How to add a 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 > Compose and reply. Scroll down to the Email signature section and type your signature in the text box.
If you use Outlook as a desktop program on Windows, the steps are different. Click File in the top left, then Options, then Mail in the left sidebar. Click Signatures and then New. Type a name for your signature, then type the text in the box below. Click OK when you are done.
On a Mac, open Outlook and click Outlook in the menu bar at the top, then Preferences. Click Signatures, then the + button to create a new one. Type your signature text and close the window — Outlook will save it automatically.
How to add a signature in Apple Mail
Open Apple Mail and click Mail in the menu bar at the top of your screen. Select Settings (or Preferences on older versions of macOS). Click the Signatures tab, then select your email account on the left side.
Click the + button at the bottom to create a new signature. Type a name for it in the top field, then type your signature text in the larger box below. Close the window when you are done — Apple Mail saves signatures automatically. The next time you compose an email, your signature will appear at the bottom.
If you have multiple email accounts, you can create different signatures for each one. Select the account on the left, create a signature, and repeat for the next account. You can also set a default signature for each account by clicking the dropdown that says Select signature.
What to include in your signature
A professional signature usually includes your full name, job title, company name, phone number, and email address. Some people add a website, LinkedIn profile, or physical office address. Keep it short — most signatures are three to five lines.
If you are using email for personal reasons, you can keep your signature straightforward: just your name, or your name and a short phrase. You do not need to include contact information unless you want people to reach you outside of email.
Avoid using images, logos, or special fonts in your signature. Many email programs strip out images when you send a message, and fancy fonts may not display the same way on the recipient's screen. Stick to plain text, bold, italic, and links — these work reliably across all email programs.
Signatures in mobile email apps
Most mobile email apps let you add a signature, but the process varies. In Gmail on your phone, open the app, tap the menu icon (three horizontal lines), scroll down to Settings, tap your account, then Signature. Type your signature and tap Save.
In Outlook on your phone, tap the menu icon, go to Settings, select your account, then Signature. Type your signature and save. Apple Mail on iPhone and iPad does not have a built-in signature setting, so you will need to type your signature manually each time or use a workaround like creating a contact card and copying it.
Mobile signatures work the same way as desktop ones — they attach automatically to every email you send from that app. If you use email on both your phone and computer, you can create the same signature on both devices so your emails look consistent.
Frequently Asked Questions
Can I use different signatures for different email accounts?
Yes. If you have multiple email accounts in the same program, most services let you create a separate signature for each one. In Gmail, Outlook, and Apple Mail, you can set a default signature per account and choose a different one when you need to.
What if I do not want a signature on one email?
In Gmail and Outlook, you can remove the signature before sending. Look for the signature text at the bottom of your email and delete it manually. Some email programs also have an option to turn off the signature for a single message in the compose window.
Can I add a logo or image to my signature?
You can insert an image in most email programs, but many recipients will not see it. Email clients often block images by default for security reasons. Stick to text and links for a signature that works reliably for everyone.
Does my signature appear in forwarded or replied emails?
Yes, your signature appears at the bottom of every email you send, including replies and forwards. If you do not want it on a reply, you can delete it manually before sending.
Can I change my signature without affecting old emails?
Yes. Changing your signature only affects new emails you send going forward. Old emails you already sent will keep whatever signature was on them at the time.