Your email signature is not a list of terms that you add at the end of your mails. It is your cyber handshake your ultimate impression with every mail. If you employ Gmail for company, university, or personal mails, a professional and arranged signature makes it explicitly noticeable to others that you are confident, trustworthy, and recognizable.
If you’ve switched jobs, job titles, or numbers in the last while, or just feel like keeping up with it on the hipper way of wrapping things up, it’s time to update. Gmail’s got you covered. You can choose your email signature to be whatever is your thing — on desktop computer, Android, or iPhone — and even have several different options depending on situation.
This guide will take you step by step through the process of how to modify your Gmail email signature in simple steps, illustrations, and business guidance on how to make a fantastic signature.
What Is an Email Signature
An email signature is a line of text, images, or links. That automatically append at the bottom of your Gmail emails.
A simple signature can have:
- Full name
- Job title
- Company name
- Phone number
- Website or social links
Example
Best,
Maria Gomez
Marketing Manager | GreenTree Solutions
📞 (555) 123-4567
🌐 www.greentreesolutions.com
A signature reminds your contacts who you are, calls you, and knows where you work without retyping it.
Why Change Your Gmail Signature
You will need to update your Gmail signature for the following reasons:
- You have changed jobs or jobs.
- You have gotten a new phone number or e-mail address.
- You must look more professional.
- You are required to add social media links.
- You have to insert a business and personal email signature.
Regardless of your intention, it takes only two clicks to modify your signature.
How to Modify Your Gmail Desktop Email Signature
It is the quickest and easiest way to modify your signature.
Gmail Settings
Open mail.google.com.
Click top-right gear icon (⚙️).
Click See all settings.
Find the Signature Section
Scroll down on General page until you find Signature.
If you do have a signature, you’ll be able to find it here.
Edit Your Current Signature or Create One
If you want to edit your current signature, simply click on it and edit away.
If you’d rather make one, click on Create new.
You will have an open text box where you can type in and format out your new signature.
Format Your Signature
Select your text type through the box top bar:
- Italicize or make your name bold.
- Include hyperlinks to your website or LinkedIn.
- Insert images or logos through the picture icon.
- Insert selective color for brand recognition.
Professional style sample:
Best regards,
Maria Gomez
Marketing Manager | GreenTree Solutions
📞 (555) 123-4567
🌐 www.greentreesolutions.com | LinkedIn
Step 5: Decide When to Use It
At the bottom of the signature block, you have “Signature defaults.”
- In New messages, choose your new signature.
- In Replies/forwards, choose the same or skip.
Step 6: Save Changes
Scroll down and choose Save changes.
Finished. Gmail will automatically use your new signature on all compose or reply.
How to Change Your Email Signature in the Gmail App (Android)
Mobile and desktop signatures are distinct for Android Gmail.
Steps
Launch the Gmail app.
Tap the menu (☰) at the top left.
Tap Settings.
Touch the account you’re modifying.
Touch Mobile Signature.
Touch or enter your signature.
Touch OK or Save.
Your Android phone outgoing messages will now show the new signature.
Tip: Make mobile signatures short so they’ll be readable on a small screen.
Example:
Best,
Maria G.
GreenTree Solutions
How to Set a New Gmail Email Signature in the iPhone or iPad App
Steps:
Open your iPhone or iPad Gmail app.
Swipe down → touch Settings.
Choose your Gmail account.
Swipe right on Swipe Mobile Signature to enable it.
Tap in the blank area and type in your new signature.
Tap Back to save as default.
Your new Gmail signature will be inserted automatically on all the outgoing emails from your iPhone or iPad.
Having Different Gmail Signature for Different Gmail Accounts
If you have more than two Gmail accounts (personal and business, for instance), then one for each account.
How to:
Settings → See all settings → General → Signature.
Click Create new.
Enter the name of the signature (e.g., “Work Signature,” “Personal“).
Type out each signature separately.
In Signature defaults, select the corresponding signature for each email address.
Gmail will append the correct signature whenever you compose an email using this account.
Inserting a Picture or Image in Your Gmail Signature
Inserting an image or photo provides a personal professional look in your signature.
Steps:
In your Gmail Signature editor, place your cursor where you want to insert the photo.
Click on the Insert image (🖼️) button.
Choose where the photo is stored:
- Upload from computer.
- Insert from Google Drive.
- Use a web URL.
Click Select.
Resize as needed by right-clicking the photo and choosing Small, Medium, or Large.
Example:
Best,
Maria Gomez
Marketing Manager | GreenTree Solutions
📞 (555) 123-4567
🌐 www.greentreesolutions.com
[Company Logo]
Inserting Links to Your Signature
Hyperlinks make your signature clickable. You can link your website, calendar, or social sites.
Steps:
Choose the text you wish to make into a link (e.g., “Visit my website”).
Click on the Link (🔗) icon in the toolbar.
Paste the URL in.
Click OK.
Example:
Connect with me on LinkedIn
How to Create an HTML Signature in Gmail
If you prefer the freedom of having more styling opportunities, you can create your signature in HTML.
Steps:
Edit your HTML signature in an email template program or word processor program.
Copy all in HTML.
Paste directly into the Gmail signature field.
Gmail will recognize it as a formatted signature automatically.
Use this for special designs, variable fonts, logos, and social icons.
How to Set Different Signature for Replies and Forwards
You won’t need to include your full signature in responses — short one.
Steps:
Settings → View all settings → Signature.
Find a shorter variant of your signature (for responses).
Under Signature defaults, choose your full signature for new mail and short signature for responses/forwards.
Example:
New mail:
Best regards,
Maria Gomez
Marketing Manager | GreenTree Solutions
📞 (555) 123-4567
Answers:
Maria
GreenTree Solutions
How to Turn Off or Change Your Signature Temporarily
Want to write an email without auto-sign-off? Switch it off in one click.
Start writing an email.
Bottom of compose window: click the pen icon (✎).
Choose No signature or some other option.
It won’t remove your saved signature — it’ll just overwrite for this one message.
How to Change Gmail Signature on Google Workspace (Business Accounts)
If you’re using Gmail through your company’s Google Workspace, your organization may control your signature format.
For individual users:
Go to Settings → See all settings → Signature.
Edit it as usual.
Save changes.
For company admins (to sign):
Go to Admin Console.
Apps → Google Workspace → Gmail → Advanced settings.
Scroll down to Append footer.
Add or edit company signature.
Save.
Now all email will feature a consistent business signature round the clock, and introduce brand consistency.
Signature Ideas for Various Purposes
- Corporate/Professional Signature:
Best regards,
Alex Turner
Sales Director | Horizon Tech
📞 (555) 789-2020
✉️ [email protected]
🌐 www.horizontech.com
LinkedIn | Twitter - Signature Personnel:
Cheers,
Alex
📧 [email protected]
💡 One idea at a time - Freelance Signature:
Thanks,
Alex Turner | Graphic Designer
✉️ [email protected]
🌐 www.alexdesigns.com
Instagram | Behance - Signature Éducatif:
Sincerely,
Dr. Jane Carter
Department of Sociology
University of Midtown - Signe Minimaliste:
– Alex
Horizon Tech
Gmail Signatures Best Practices
In order to make your signature short and professional-looking:
- Brief — 4 to 6 lines only.
- Single font (Arial, Calibri or Verdana) only.
- No glittery or multicolor.
- No unnecessary link (Facebook, Twitter).
- Use specific links (website, LinkedIn).
- Use small logo and not big banner.
- Use less quotes or emojis.
- Test your signature by sending proper test email to yourself.
Less is more. Clean simple one is classy and in vogue.
Gmail Signature Troubleshooting Issues
Issue 1: Signature won’t show
Check under Signature defaults in settings.
You might have tapped on wrong account by mistake.
Issue 2: Images won’t show
Your image link might be broken. Try reupload or use something other than Google Drive.
Issue 3: Signature font gets changed while sending
Gmail alters fonts between devices. Use standard web fonts like Arial or Verdana.
Issue 4: HTML signature appears as text
Place your HTML in Gmail Compose box, not plain text mode.
Problem 5: Signature will not display on phone
Mobile signatures are different — do them by hand in the Gmail app.
How to Preview and Test Your New Signature
After you’ve switched over:
Write a new message.
Find it at bottom by scrolling down.
Swipe across own test-message.
Open on desktop and phone.
Double-check your layout, links, and pictures.
Tips for Making Your Gmail Signature Pop
- Don’t use text links, use linkable social icons.
- Thin divider line for neat look.
- Overlay lightly your brand colors.
- Skip the step if not needed.
- Add brief tagline if needed.
- Add call to action like “Schedule a Meeting” and add calendar link.
Example:
Best regards,
Maria Gomez
Marketing Manager | GreenTree Solutions
📞 (555) 123-4567
📅 Schedule a Meeting
Rapid Review
Here’s how you set up your Gmail signature in seconds:
- Open Gmail settings.
- Scroll down to Signature.
- Changing or retyping your signature.
- As in text, links, or images.
- Default reply and new message.
- Save.
Each and every email you send today speaks volumes about you or your brand instantly.
Gmail Signature Change FAQs
1. Can I use two Gmail signatures?
Yes, make a couple of two and utilize them as and when you compose an email.
2. Can I include my business logo?
Yes, insert or upload from Google Drive. Just make it small so that it downloads immediately.
3. Why can’t I add my new signature to the Gmail app?
Cell signatures must be configured separately in app settings.
4. Can I design an HTML-based more advanced signature?
Yes, there is limited HTML allowed by Gmail.
5. Do I need to update all devices?
Yes, phone and computer signatures are distinct.
Your email signature says a great deal about you design, not message. A minute or two to swap it out in Gmail. But the difference it can make to the impression your email makes on others is enormous.
With this easy step-by-step guide to create a customized Gmail email signature. Create one that’s your own. Professional, personal or playful. Simple, easy and streamlined on all devices.
Every email you send is now your brand don’t waste it.
