Email footers are automatic signatures that appear at the bottom of every message you send

An email footer (also called a signature) is a block of text, contact information, or branding that automatically appears at the end of each email you write. Instead of typing your name, phone number, and title every time, you set it once in your email client's settings and it attaches to outgoing messages without any extra work.

Most email clients let you create different footers for different accounts or situations. You might use a formal signature for work emails and a simpler one for personal messages. Some people add their job title, company name, phone number, website, or a legal disclaimer. Others include a small image or logo.

The process varies slightly depending on which email client you use, but the basic idea is the same: you write the footer text in your settings, choose which messages it applies to, and the client handles the rest.

Key Takeaways

  • Email footers are set once in your client's settings and automatically appear on every outgoing message without you having to type them.
  • Most email clients let you create multiple footers so you can use different signatures for work, personal, or other accounts.
  • A footer can include text, contact details, job titles, website links, images, or legal disclaimers depending on your needs and your client's features.
  • The steps to create a footer differ between Gmail, Outlook, Apple Mail, and other clients, but all are found in account or preferences settings.

How to add a signature in Gmail

In Gmail, signatures are created in Settings. Open Gmail in a web browser, click the gear icon in the top right, and select See all settings. Scroll down to the Signature section.

Click Create new to add a signature, give it a name (like "Work" or "Personal"), and type or paste your footer text in the box below. You can use the formatting toolbar to make text bold, italic, or colored, add links, or insert an image. When you are done, scroll to the bottom of the Settings page and click Save Changes.

To explore the signature to outgoing mail, go back to the Signature section and use the dropdown menu next to Default signature to choose which signature appears on new messages. You can also set a different signature for replies and forwards if you want. Gmail's mobile app does not support creating signatures, but signatures you set on the web version will appear on messages sent from the app.

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. Under Email signature, type or paste your footer text in the box.

Outlook's web version offers basic formatting: you can make text bold, italic, or underlined, change the font and size, add links, and insert images. When you finish, click Save at the bottom of the page. The signature will appear on all new messages and replies automatically.

In Outlook for Windows or Mac (the desktop app), go to File > Options (Windows) or Outlook > Preferences (Mac). Select Mail and then Signatures. Click the plus sign to create a new signature, name it, type your footer text, and use the formatting options to style it. Set it as your default signature, then click OK or Save.

How to add a signature in Apple Mail

On Mac, open Apple Mail and go to Mail > Preferences (or Settings on newer versions). Click the Signatures tab. On the left side, select the email account you want to add a signature to.

Click the plus sign at the bottom to create a new signature. Type a name for it (like "Work") in the top field, then type your footer text in the larger box below. You can use basic formatting like bold and italic, but Apple Mail does not offer as many styling options as Gmail or Outlook. When you are done, close the Preferences window. The signature will appear on new messages automatically.

On iPhone and iPad, open Settings > Mail > Signature. You can set one signature for all accounts or a different signature for each account. Type your footer text and tap back to save it.

What to include in your email footer

A professional email footer typically includes your full name, job title, company name, phone number, and email address. However, you do not need to include all of these. Choose what is relevant to your situation and what you want people to be able to reach you with.

Many people add a website URL or social media links if they want to direct people to their business or professional profile. Some include a company logo or a small image. Others add a legal disclaimer, a confidentiality notice, or a brief tagline about their company.

Keep your footer concise. A signature that takes up half the screen can annoy recipients, especially on mobile devices. Two to four lines of text is usually enough. If you are sending emails for work, check whether your company has a standard signature format or branding guidelines you should follow.

Using multiple signatures for different purposes

Most email clients let you create more than one signature and choose which one to use for different situations. You might have a formal signature for client emails, a casual one for internal team messages, and a personal one for non-work accounts.

In Gmail, you can create multiple signatures and set a default one, but you have to manually select a different signature each time you want to use it. In Outlook, you can set different signatures for new messages versus replies, or create multiple signatures and pick one when you compose. In Apple Mail, you can set a different signature for each email account.

If you manage multiple email addresses (work and personal, for example), creating separate signatures for each one helps you stay organized and makes sure the right footer appears on the right type of message.

Troubleshooting common signature problems

If your signature is not appearing on outgoing messages, check that you have actually set it as your default signature in your client's settings. In Gmail, make sure you selected a signature in the Default signature dropdown. In Outlook, verify that the signature is assigned to the correct account. In Apple Mail, confirm that you created the signature under the right email account.

If your signature looks different on the recipient's end than it does in your client, this is usually because their email program displays formatting differently. Stick to straightforward formatting (bold, italic, standard fonts) and avoid colors or images if you need your signature to look consistent for everyone. Some email clients strip out images or styling, so a plain-text version is the safest option.

If you are using a mobile app and your signature is not showing up, remember that not all mobile email apps support signatures. Check your app's settings to see if signature support is available. If it is not, you may need to add your signature manually on mobile or use the web version of your email client instead.

Frequently Asked Questions

Can I use an image or logo in my email signature?

Yes, most email clients let you insert an image. In Gmail, use the image icon in the formatting toolbar. In Outlook, go to Insert > Pictures. In Apple Mail, drag and drop an image into the signature box. Keep images small so they do not slow down email delivery or take up too much space on mobile devices.

Will my signature appear on emails I forward or reply to?

By default, yes. Most clients add your signature to new messages, replies, and forwards. However, you can usually change this in settings. In Outlook, you can set different signatures for new messages versus replies. In Gmail, you can turn off signatures for replies if you prefer.

What if I have multiple email accounts in the same client?

Create a separate signature for each account in your client's settings. In Gmail, you can set a default signature per account. In Outlook and Apple Mail, you can assign different signatures to different email addresses so the right one appears automatically.

Can I add a signature to emails on my phone?

It depends on your email app. Gmail, Outlook, and Apple Mail all support signatures on mobile devices if you set them up in the web or desktop version first. Some third-party email apps may not support signatures, so check your app's settings or help documentation.

Is there a limit to how long my signature can be?

Technically no, but keep it short for practical reasons. Long signatures take up space in every email thread and can annoy recipients, especially on mobile. Two to four lines of text is standard. If you need to include a lot of information, consider using a website link instead of typing everything out.