Adding a signature in Mac Mail takes three steps: create the signature text in Mail's settings, choose which account it applies to, and decide whether it appears in new messages or replies

A signature in Mac Mail is a block of text that appears automatically at the bottom of your messages — usually your name, title, phone number, or a closing line. Mac Mail stores signatures separately for each email account you use, so you can have different signatures for work and personal mail if you want.

The signature itself is just text. It does not include images, links, or formatting beyond basic bold or italic. If you need those, you would paste a pre-formatted signature into each message instead of using the automatic feature.

Key Takeaways

  • Open Mail, go to Mail > Settings (or Preferences on older Macs), then click Signatures to create a new signature for each account.
  • Type your signature text in the box, then drag it to the account you want it attached to on the left side of the window.
  • Use the dropdown at the bottom to choose whether the signature appears in all new messages, replies only, or not at all.
  • If you have multiple signatures for one account, Mac Mail will use the one you select as default, or you can pick a different one each time you write.

Opening Mail Settings and Creating a Signature

Start by opening the Mail app on your Mac. In the menu bar at the top, click Mail, then look for Settings (on newer Macs running Monterey or later) or Preferences (on older versions). Both do the same thing.

A window will open with several tabs across the top. Click the Signatures tab. You will see a list of your email accounts on the left side, a middle column for signature names, and a large text box on the right where you type the actual signature.

Click the plus sign (+) at the bottom of the middle column to create a new signature. A blank line will appear. Type a name for this signature — something like "Work" or "Professional" — so you can tell them apart if you create more than one.

Attaching the Signature to Your Account

After you name the signature, click in the large text box on the right and type the text you want to appear in your messages. This might be your name, job title, phone number, website, or any closing you prefer.

Now you need to tell Mac Mail which account this signature belongs to. Look at the left column where your email accounts are listed. Click and drag the signature you just created from the middle column onto the account name on the left. The signature will now appear under that account's name, showing it is attached.

If you have multiple email accounts and want different signatures for each, repeat this process: create a new signature, type its text, and drag it to the next account. You can create as many signatures as you want and attach multiple signatures to the same account if you need different ones for different purposes.

Setting When Your Signature Appears

At the bottom of the Signatures window, you will see a dropdown menu that says something like "Place signature above quoted text" or "Place signature below quoted text." This controls where the signature sits in replies — above the message you are responding to, or below it. Choose whichever you prefer.

There is also a checkbox that says "Always match my default message font." Leave this checked unless you want your signature to use a different font than the rest of your message.

Close the Settings window when you are done. The next time you write a new message in Mail, your signature will appear automatically at the bottom.

Choosing Which Signature to Use in Each Message

If you attached only one signature to an account, it will appear in every message you send from that account automatically. You do not have to do anything.

If you created multiple signatures for the same account, Mac Mail will use whichever one you marked as the default. To change which signature appears in a message you are currently writing, look at the bottom of the compose window. You should see a dropdown menu showing the current signature. Click it and choose a different one.

If you do not see a signature dropdown in your compose window, go back to Settings > Signatures and make sure you have actually attached at least one signature to that account by dragging it onto the account name.

Editing or Removing a Signature

To change a signature you already created, go back to Mail > Settings > Signatures, click the signature name in the middle column, and edit the text in the box on the right. Your changes will take effect the next time you send a message.

To remove a signature entirely, click its name in the middle column and click the minus sign (−) at the bottom. The signature will be deleted, and Mail will stop adding it to your messages. This does not affect messages you already sent.

If you want to keep a signature but stop using it temporarily, you can detach it from your account by dragging it away from the account name on the left, or by creating a new default signature and leaving the old one unattached.

Troubleshooting Missing or Duplicate Signatures

If your signature is not appearing in new messages, check that you actually dragged it onto your account name in the left column. A signature that is not attached to an account will not show up automatically. Also check that you are composing from the correct email account — if you have multiple accounts, Mail will only use the signature attached to the account you are sending from.

If your signature appears twice in replies, you may have set it to appear both above and below quoted text, or you may have a signature in your account settings and also one in your email signature file. Check the dropdown at the bottom of the Signatures window and adjust where it places the signature in replies.

If Mail is not showing the Signatures tab at all, make sure you are in the right settings window. On some older Macs, signatures are under Mail > Preferences > Signatures instead of Settings. Also make sure you have at least one email account set up in Mail — you cannot create a signature without an account to attach it to.

Frequently Asked Questions

Can I use different signatures for different recipients?

No. Mac Mail signatures are tied to accounts and compose windows, not to individual people you email. If you need a different signature for certain recipients, you would have to manually type or paste it into those messages instead of using the automatic feature.

Can I add images or links to my signature?

Mac Mail signatures are text only — you cannot embed images or clickable links directly in the signature box. If you need those, copy and paste a formatted signature from a document or website into each message you send, or use a different email client that supports rich-text signatures.

What if I want no signature at all?

straightforward do not create any signatures, or create one and do not attach it to any account. If you already have a signature attached and want to remove it, click the signature name and click the minus sign to delete it.

Will my signature appear in forwarded messages?

Yes. When you forward a message, your signature will appear at the bottom unless you manually delete it before sending. If you do not want a signature in forwards, you would need to remove it each time, or create a blank signature and use that for forwards only.

Can I have a signature that only appears in replies, not new messages?

Mac Mail does not have a built-in option to limit signatures to replies only. The signature will appear in all messages from that account. If you need different signatures for new messages versus replies, you would have to manually add or remove the signature depending on what you are sending.