Add a signature in Gmail settings

A Gmail signature is a block of text that appears at the bottom of every email you send. It typically includes your name, job title, phone number, or any other information you want recipients to see automatically. You add it once in Gmail settings, and it shows up on all outgoing messages without you typing it each time.

To add a signature, open Gmail and click the gear icon in the top right corner. Select See all settings, then click the Signatures tab. Click Create new, give your signature a name (like "Work" or "Personal"), and type the text you want to appear in your emails. Click Create when you're done.

Key Takeaways

  • Signatures are added in Gmail settings under the Signatures tab, not in the compose window.
  • You can create multiple signatures and choose which one to use for each email you send.
  • Gmail signatures appear automatically on all emails unless you turn them off for a specific message.
  • Signatures can include text, links, and basic formatting like bold or italic, but not images or complex layouts.

Set a default signature for all emails

After you create a signature, you need to set it as your default so it appears on every email. In the Signatures tab, look for the dropdown menu next to your signature name. Select which email address should use that signature — if you have multiple Gmail accounts, each one can have its own signature.

If you want a signature to appear on all new emails automatically, make sure the dropdown shows your email address. If you leave it blank, you'll have to manually select the signature each time you compose a message. Most people set a default so they don't have to think about it.

Create different signatures for different purposes

Gmail lets you create as many signatures as you want. You might have one for work emails, another for personal messages, and a third for a side business. Each signature gets its own name so you can tell them apart when you're composing.

When you compose a new email, a dropdown menu appears near the bottom of the compose window showing all your available signatures. Click the one you want to use for that particular message. If you've set a default signature, it will already be selected — you can swap it out for a different one if needed.

Format text in your signature

The signature editor includes basic formatting tools. You can make text bold, italic, or underlined. You can also change the font, font size, and text color using the toolbar above the text box. These options work the same way as formatting in the email body itself.

You can add line breaks and spacing to make your signature easier to read. For example, you might put your name on one line, your title on the next, and your contact information below that. Avoid using too many colors or fonts — a clean, straightforward signature looks more professional and works better across different email clients.

Add links to your signature

You can include clickable links in your signature. Highlight the text you want to turn into a link, then click the link icon in the toolbar (it looks like a chain). Paste the web address in the box that appears and click explore. This works for website URLs, email addresses, or any other link.

Common uses include linking to your company website, your LinkedIn profile, or a scheduling tool. When someone receives your email, they can click the link directly from your signature. Make sure the link actually works before you save your signature — test it by sending yourself a test email.

Turn off your signature for specific emails

Sometimes you don't want your signature on a particular email — maybe you're sending a quick internal message or a draft. When you're composing, look for the signature dropdown near the bottom of the compose window. Click it and select -- No signature -- to send that email without one.

This choice only affects that single email. Your default signature will still appear on all your other messages. You don't have to change any settings — just select "no signature" in the compose window and send.

Edit or delete a signature

To change a signature you've already created, go back to Settings > Signatures. Find the signature you want to edit and click on it. Make your changes in the text box, then scroll down and click Save Changes. The new version will appear on all future emails that use that signature.

To remove a signature entirely, open Settings > Signatures, find the one you want to delete, and click the trash icon next to it. Confirm the deletion. Any emails you've already sent will keep the old signature — deleting only affects new messages going forward.

Frequently Asked Questions

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

Gmail's signature editor does not support images or logos directly. You can only use text and basic formatting. If you need a logo or image in your signature, you'll have to insert it manually into each email using the image upload tool in the compose window, or use a third-party tool that adds images to signatures.

Why isn't my signature showing up on my emails?

Check that you've set a default signature in the Signatures tab — the dropdown next to your signature name should show your email address, not be blank. Also make sure you're composing new emails, not replying to existing ones; Gmail signatures only appear on new messages by default. If you're replying, you may need to manually add your signature.

Can I use the same signature on multiple email accounts?

If you have multiple Gmail accounts, each one has its own signature settings. You'll need to create the signature separately in each account's settings. There's no way to sync signatures across accounts automatically, so you'll have to type or copy-paste the same text into each one.

Does my signature appear when I reply to an email?

By default, Gmail does not add your signature to replies or forwarded messages — only to new emails you compose. If you want your signature on replies too, go to Settings > General and scroll to the "Signature" section. Check the box that says Insert signature before quoted text in replies and all outgoing emails.

Can I use HTML code in my signature?

Gmail's signature editor does not accept raw HTML code. You're limited to the formatting options in the toolbar — bold, italic, underline, font changes, and links. If you need more complex formatting, you'll have to add it manually to each email or use a third-party email client that supports HTML signatures.