A Gmail signature is a block of text that appears at the bottom of every email you send

A signature in Gmail is text that automatically gets added to the end of each email you write. It usually contains your name, job title, phone number, or a closing phrase — whatever you want people to see when they read your message. Instead of typing the same information at the bottom of every email, you set it once in your Gmail settings and it appears on its own.

Gmail lets you create one signature that goes on all your emails, or different signatures for different email addresses if you manage multiple accounts. You can also turn your signature off for individual emails if you need to.

Key Takeaways

  • You create a signature in Gmail Settings under the "Signature" section, which takes about two minutes.
  • Your signature appears at the bottom of every new email and reply unless you turn it off for that specific message.
  • You can include text, line breaks, and links in your signature, but not images or fancy formatting.
  • If you use multiple email addresses in Gmail, you can set a different signature for each one.

How to create your first signature

Open Gmail and click the gear icon in the top right corner. Select "See all settings" from the dropdown menu. Click the "Forwarding and POP/IMAP" tab at the top, then scroll down until you see "Signature." Click "Create new" and give your signature a name (like "Work" or "Personal") so you can tell them apart if you make more than one.

In the text box that appears, type whatever you want at the bottom of your emails. A straightforward signature might be your name and phone number. A longer one might include your job title, company name, and email address. Once you're done typing, scroll down and click "Save Changes" at the bottom of the page. That's it — your signature will now appear on every email you send.

Where your signature shows up

Your signature appears at the very bottom of new emails you write and replies you send. It does not appear on emails you forward. When someone replies to your email, they will see your signature in the message history, but their reply will not include it — only their own signature shows up on their message.

If you are writing an email and decide you do not want your signature on that particular message, you can delete it before you send. Just highlight the signature text and press delete, then send as normal. The signature will still be there on your next email.

What you can and cannot include in a signature

You can type regular text, add line breaks by pressing Enter, and include links by typing a web address. Gmail will automatically turn web addresses into clickable links. You can also include your email address, phone number, social media handles, or a company website.

Gmail's signature tool does not support images, colored text, or fancy formatting like bold or italics. If you need those things, you would have to use a different email service or add them manually to each email. For most people, plain text with line breaks is enough to look professional.

Setting different signatures for different email addresses

If you manage multiple Gmail accounts from one inbox, you can set a different signature for each one. In Settings, look for the dropdown menu at the top that says "Signature" — it will show your email address. Click on a different email address in that dropdown, then create a new signature for it. Now when you send from that address, its signature will appear instead.

This is useful if you have a work email and a personal email, or if you manage email for a business. Each address gets its own signature, and Gmail remembers which one to use based on which address you are sending from.

Turning your signature off temporarily or permanently

If you want to stop using a signature altogether, go back to Settings, find the Signature section, and click the trash icon next to your signature's name. It will be deleted and will not appear on future emails.

If you want to keep your signature but turn it off just for one email, write your message normally, then before you send, highlight and delete the signature text at the bottom. Send the email without it. Your signature will come back on the next email you write.

Common mistakes and how to avoid them

The most common mistake is making your signature too long. A signature that takes up more space than your actual message can look unprofessional. Keep it to three or four lines — your name, title, and contact information is usually enough.

Another mistake is including special characters or symbols that do not display correctly on other people's devices. Stick to regular letters, numbers, and punctuation. If you want to add a line break for visual separation, just press Enter a couple of times instead of trying to draw a line with dashes or underscores.

Frequently Asked Questions

Can I add an image or logo to my Gmail signature?

Gmail's basic signature tool does not support images. If you need a logo or image in your signature, you would have to use Gmail's advanced formatting through a third-party tool, or add the image manually to each email. For most people, text-only signatures work fine.

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

Yes, if you use the Gmail app on your phone, your signature will appear on emails you send from there. The signature you set in Gmail Settings on a computer will show up on mobile too, as long as you are signed into the same account.

What if I want different signatures for different types of emails?

Gmail only lets you set one signature per email address in the basic settings. If you need multiple signatures for different purposes, you would have to delete one and create a new one each time, or use a third-party tool that integrates with Gmail.

Can I use my signature on emails I draft but do not send yet?

Your signature appears in the compose window as you write, so you can see what it will look like. If you save a draft, the signature will be there when you open the draft again. You can delete it before sending if you change your mind.

Does my signature take up space in my Gmail storage?

No. Your signature is stored in your Gmail Settings, not in your inbox, so it does not count against your storage limit. You can make your signature as long as you want without worrying about running out of space.