How do I add my email signature to Gmail?

Copy your signature, open Gmail Settings (gear icon), go to General > Signature, click Create new, paste the signature, and save changes.

Is the email signature generator free?

Yes, creating and downloading email signatures is completely free with no hidden costs, watermarks, or signup required.

Does it work with Outlook?

Yes. Signatures work with Outlook 365, Outlook 2019, Outlook 2016, Apple Mail, Thunderbird, and all major email clients.

Is my personal information stored?

No. All signature generation happens locally in your browser. Your personal details, logos, and signature content are never stored on any server.

How to Add an Email Signature in Gmail (2025 Step-by-Step Guide)

Need a signature to add?

Create a free, professional HTML email signature at EmailSignatures.ai — then follow the steps below to add it to Gmail in minutes.

Why Add a Signature to Gmail?

A Gmail signature is automatically appended to every email you send, so every outgoing message carries your contact details without any extra effort. Beyond the obvious convenience, a well-designed Gmail signature:

Builds instant credibility — recipients see your title, company, and contact details at a glance
Saves time — no manually typing out your phone number or website in every email
Drives action — a CTA link (booking page, portfolio, download) works 24/7 from your inbox
Reinforces brand consistency — especially important if you manage a team in Google Workspace

How to Add a Gmail Signature on Desktop (Web)

This is the most feature-rich way to create and manage your Gmail signature. The desktop web app gives you a full rich-text editor with formatting, image insertion, and link controls.

Open Gmail and go to Settings

Go to mail.google.com and sign in. In the top-right corner, click the gear icon. In the quick-settings panel that slides in from the right, click "See all settings" at the top.

Navigate to the Signature section

You'll land on the General tab by default. Scroll down until you see the "Signature" section — it's roughly two-thirds of the way down the page. If you have no signatures yet, you'll see a prompt that says "No signatures."

Create a new signature

Click "Create new". A dialog box will appear asking you to name your signature. This name is for your own reference (recipients never see it) — use something descriptive like "Full Signature" or "Work — with CTA." Click "Create".

Add your signature content

A rich-text editor appears on the right side. Type or paste your signature content here. Use the toolbar above the editor to:

Bold your name using the B button
Change font size and family (stick to Arial, Helvetica, or Verdana)
Insert a hyperlink with the link icon (chain icon)
Insert an image using the image icon (more on this below)
Adjust text color for secondary details

Set your signature defaults

Below the editor, look for "Signature defaults". You'll see two dropdowns:

For new emails use: Select your signature here. This is what will automatically appear when you compose a brand new email.
On reply/forward use: You can choose a different (shorter) signature here, or select "No signature" if you prefer clean reply threads.

Setting different signatures for new emails vs. replies is a best practice recommended by most email etiquette guides.

Save your changes

Scroll to the very bottom of the Settings page and click "Save Changes". This is easy to forget — Gmail will not save your signature until you scroll all the way down and confirm. Once saved, compose a new email to verify the signature appears automatically.

Important: Gmail has a 10,000 character limit for email signatures. This is ample for all practical purposes, but if you're pasting heavily formatted HTML, be aware of this cap.

How to Add a Gmail Signature on Android

The Gmail Android app has its own signature settings — separate from the desktop web app. Changes made on mobile do not sync to desktop, and vice versa. Note that the Android app only supports plain-text signatures (no images or HTML formatting).

Open the Gmail app

Launch Gmail on your Android device. Make sure you're viewing the correct account if you have multiple accounts signed in.

Open the menu and go to Settings

Tap the three-line hamburger menu in the top-left corner to open the side navigation drawer. Scroll down and tap "Settings."

Select your account

If you have multiple Google accounts, tap the specific account for which you want to set a signature.

Tap Mobile Signature

Scroll down within that account's settings until you see "Mobile Signature." Tap on it.

Type your signature and save

A text input field will appear. Type your signature directly — plain text only. Tap "OK" to save. Your signature will now appear at the bottom of every new email composed from the Android app.

How to Add a Gmail Signature on iPhone / iOS

Like Android, the Gmail iOS app uses a separate signature setting that is independent of your desktop configuration. The iOS app also supports plain text only — no logos, images, or HTML.

Open the Gmail app on iPhone

Tap the Gmail app icon to launch it. If you have multiple accounts, make sure you're signed into the correct one.

Open Settings via your profile photo

Tap your profile photo or initial in the top-right corner. Then tap "Manage your Google Account," and from there navigate back to the Gmail app settings — alternatively, in the Gmail app tap the hamburger menu (three lines, top left) and scroll to "Settings."

Select your account

Tap the email account for which you want to configure the signature.

Tap Signature Settings

Scroll down to find "Signature Settings." Tap it, then toggle the switch to enable your mobile signature.

Enter your signature text and save

Type your signature in the text field. Tap the back arrow or "Done" to save. The signature is now active for all new emails sent from this account via the iOS app.

How to Edit or Delete a Gmail Signature

To edit an existing signature: return to Gmail Settings → General → Signature section. Click on the signature name in the left panel of the Signature section. The editor on the right will populate with your current signature. Make your changes, scroll to the bottom of the Settings page, and click "Save Changes."

To delete a signature: in the Signature section, click on the signature name, then click the trash icon next to the signature name. Gmail will ask you to confirm deletion. After deleting, remember to update your "Signature defaults\" dropdowns if that signature was set as the default, then save changes.

How to Create Multiple Signatures in Gmail

Gmail allows you to create as many signatures as you need — most users create at least two: a full signature for new emails and a shorter one for replies. To create a second (or third) signature:

Go to Gmail Settings → General → Signature section
Click "Create new" again — this time name it something like "Reply Signature" or "Short Signature"
Add a shorter version of your contact details in the editor
In Signature defaults, set "For new emails use" to your full signature, and "On reply/forward use" to your short signature
Scroll down and click "Save Changes"

You can also manually switch between signatures while composing an email. In the compose window, click the pen icon at the bottom of the message (the "Insert signature" button) to choose a different signature from your list on a per-email basis.

How to Add an Image or Logo to Your Gmail Signature

Gmail supports image insertion in desktop web signatures. You can add a company logo, profile headshot, or a social media icon banner. Here's how:

Open the signature editor

Go to Gmail Settings → General → Signature section and open the signature you want to edit (or create a new one).

Position your cursor where you want the image

Click in the editor at the exact position where you want the image to appear — typically below your name and contact details.

Click the image icon in the toolbar

In the signature editor toolbar, click the image icon (looks like a small mountain/landscape). A dialog will appear with three tabs: Upload, Web Address (URL), and Google Drive.

Choose your upload method

Upload: Drag and drop or select an image file from your computer. Gmail will host it on Google's servers.
Web Address (URL): Paste a publicly accessible HTTPS URL to an image already hosted online. This is the recommended approach for logos hosted on your company's website.
Google Drive: Insert an image from your Drive — note that recipients must have access to view it, which limits this option for external emails.

Resize the image and save

Once inserted, click the image to reveal resize handles. Gmail provides Small, Medium, Large, and Original size options below the image. Aim for a logo width of 150–200px. Scroll down and save changes.

Pro tip: Host your logo on your company's website domain (e.g., yourcompany.com/assets/logo.png) rather than uploading it to Gmail. This way, if you update the logo on your website, every email signature automatically reflects the change without going back into Gmail settings.

How to Add an HTML Email Signature to Gmail

Gmail's native signature editor does not have an "insert HTML" button — but you can still use a professionally designed HTML signature by following a simple workaround. This is the preferred method for branded signatures with logos, formatted text, and styled CTAs.

Generate your HTML signature

Use to design your signature and export the HTML code. The generator handles all the table-based HTML layout required for email client compatibility.

Open the HTML file in a browser

Save the exported HTML file to your computer and open it in Google Chrome or Firefox. The browser will render the signature as it will appear in email clients.

Select all and copy the rendered signature

Press Ctrl + A (Windows) or Cmd + A (Mac) to select everything on the page, then Ctrl + C / Cmd + C to copy. You're copying the rendered, formatted output — not the raw HTML code.

Paste into the Gmail signature editor

Go to Gmail Settings → General → Signature section. Click inside the signature editor and press Ctrl + V / Cmd + V to paste. Gmail will convert the rendered HTML into its own rich-text format, preserving your formatting, colors, fonts, and links.

Verify and save

Review the pasted signature in the editor — check that links are clickable, images appear, and formatting looks correct. Set your signature defaults, scroll down, and click "Save Changes." Compose a test email to yourself to verify it renders correctly in a real inbox.

Note: Never paste raw HTML code directly into the Gmail signature text editor. This will display the code as literal text, not as a rendered signature. Always paste the browser-rendered visual output, not the source code.

Troubleshooting Gmail Signature Issues

My Gmail signature is not showing up

Verify that you clicked "Save Changes" at the very bottom of the Settings page — this is the most common cause
Check that your signature is assigned in the "Signature defaults" dropdowns, not just created but unassigned
Make sure you're composing a new email (not a reply) if you only set a signature for new emails
Hard refresh Gmail with Ctrl + Shift + R (Windows) or Cmd + Shift + R (Mac) to clear the cache

Images in my signature are not displaying

Ensure your image URL starts with https:// — Gmail blocks non-secure (http://) image sources
Check that the image URL is publicly accessible — private Google Drive images will not load for external recipients
If you uploaded the image directly to Gmail, it should work — but if you recently changed the image, Gmail may cache the old version for a few minutes
Test by sending yourself an email and viewing it in a fresh incognito browser tab

My Gmail signature has extra blank lines or strange spacing

When pasting a signature, use Ctrl + Shift + V (paste without formatting) first, then manually re-apply formatting — this clears hidden paragraph spacing inherited from the source
Extra line breaks often come from pressing Enter between lines instead of Shift + Enter. Shift + Enter creates a line break without a paragraph gap
If pasting an HTML signature rendered in the browser, blank lines may appear due to padding in the HTML table. The actual email rendering is usually cleaner than what the Gmail editor displays

My Gmail signature looks different on mobile vs. desktop

The Gmail desktop web app and the Gmail mobile app (Android/iOS) use entirely separate signature settings. Changes made in one do not affect the other. You must configure your signature separately in each environment. The mobile apps only support plain text — if you need an HTML or formatted signature, desktop is the only option.

Frequently Asked Questions

Why is my Gmail signature not showing on replies?

By default, Gmail does not insert signatures into replies. To change this, go to Settings → General → Signature section and find the "Signature defaults" area. Set the "On reply/forward use" dropdown to your preferred signature (or a shorter version of it). Save changes.

How do I make my Gmail signature automatic?

Once you create a signature and set it as the default in "Signature defaults → For new emails use," Gmail automatically inserts it into every new email you compose. You don't need to do anything — it will always appear unless you manually remove it from a specific email before sending.

Can I have a different signature for different Gmail accounts?

Yes. Gmail signatures are per-account. If you have multiple Google accounts signed into Gmail (or multiple "Send mail as" addresses configured), each account gets its own signature settings. Go to Settings → General → Signature and you'll see signature management for the currently active account. Switch accounts to configure others.

Does Gmail have signature templates?

Gmail's native signature editor has no built-in templates — it's a blank rich-text editor. For professional pre-designed templates, use a tool like EmailSignatures.ai which offers multiple template styles. Export the result and paste it into Gmail as described in the HTML signature section above.

What is the Gmail signature character limit?

Gmail limits email signatures to 10,000 characters. This is sufficient for virtually any practical signature, including those with HTML formatting. If your pasted HTML signature is very large (e.g., contains base64-encoded images), you may hit this limit — the solution is to host images externally via URL instead of embedding them.

How do I add social media icons to my Gmail signature?

The easiest approach is to use a signature generator like EmailSignatures.ai, which includes social media icon sets. The generator produces the correct HTML with linked icons. Follow the HTML signature steps above to paste the rendered output into Gmail. Manually adding icons in Gmail's editor requires inserting small images and linking each one — doable but tedious.

Can I use custom fonts in my Gmail signature?

Gmail's signature editor supports the standard web-safe fonts: Arial, Helvetica, Courier New, Georgia, Tahoma, Times New Roman, Trebuchet MS, and Verdana. Custom fonts (like those from Google Fonts) are not supported and will be substituted with the system default. Stick to web-safe options for reliable rendering across all recipients' email clients.

How do I set up a Gmail signature for my whole company (Google Workspace)?

Google Workspace admins can deploy email signatures across the entire organization using the "Append footer" feature in the Admin Console (Apps → Google Workspace → Gmail → Advanced settings → Append footer). This appends a company-wide footer to all outgoing emails from the domain. For more granular per-user templates, third-party signature management tools that integrate with Google Workspace are commonly used.

Why does my Gmail signature look different in Outlook?

Email clients render HTML differently. Outlook in particular uses Microsoft Word's rendering engine, which handles certain CSS properties differently than Gmail or Apple Mail. If your signature looks broken in Outlook, the HTML likely uses CSS that Outlook doesn't support (like flexbox, border-radius, or some padding styles). Signatures built with table-based HTML (as generated by EmailSignatures.ai) are specifically designed for cross-client compatibility.

Get a Signature Ready to Paste into Gmail

EmailSignatures.ai generates clean, cross-client HTML signatures that paste perfectly into Gmail. No coding, no account required.

Quick recap

Desktop signatures: Gmail Settings → General → Signature → Create new → Set defaults → Save Changes
Android: Gmail app → Menu → Settings → Account → Mobile Signature
iPhone: Gmail app → Menu → Settings → Account → Signature Settings
HTML signature: Generate → Open in browser → Copy rendered output → Paste into Gmail editor
Multiple signatures: Create new, then assign via Signature defaults dropdowns

How to Add an Email Signature in Gmail (Desktop + Mobile Guide)