How to Set Up an Email Signature

A good email signature makes you look professional and gives people your contact info without making the recipient ask. Here's how to set one up in every major email client.

What makes a good email signature

• Keep it short. 4-6 lines max
• Include the essentials: name, title (if relevant), business name, phone (if you want calls), email, website
• Avoid: long inspirational quotes, multiple phone numbers, fancy graphics that don't render in some email clients, mailing address (unless you need it)
• Hyperlink your website. Don't write "Visit my site at https://example.com"; instead, just link the words

Gmail (web)

1. Open Gmail in browser
2. Click the Settings gear > See all settings
3. Stay on the General tab
4. Scroll to Signature
5. Click Create new, give it a name (e.g., "Main")
6. Type your signature in the box
7. Use the formatting toolbar for bold, italic, colors, links
8. To add an image: click the Insert Image icon
9. Below the box, choose which signature to use for new emails and replies
10. Scroll down, click Save Changes

Gmail (mobile app)

1. Open Gmail app
2. Tap menu (three lines) > Settings
3. Tap your account
4. Tap Mobile signature
5. Type or paste your signature
6. Save

Note: mobile signature is separate from web signature.

Outlook (Windows desktop app)

1. File > Options > Mail > Signatures
2. Click New, name it
3. Type your signature in the editor
4. Use the formatting toolbar
5. Choose default for New messages and Replies/forwards
6. Click OK

Outlook (web, outlook.com or Office 365)

1. Settings gear > View all Outlook settings
2. Mail > Compose and reply
3. Type your signature
4. Tick "Automatically include my signature on new messages" and on replies
5. Save

Apple Mail (Mac)

1. Mail menu > Settings
2. Signatures tab
3. Select your email account from the left list
4. Click + to add a new signature
5. Type or paste in the right pane
6. At the bottom, "Choose Signature" dropdown picks the default

iPhone Mail

1. Settings > Mail
2. Scroll down to Signature
3. Choose Per Account or All Accounts
4. Type your signature

Default is "Sent from my iPhone." Replace with your own.

iPad Mail

Same as iPhone: Settings > Mail > Signature.

Adding a logo or image

To add a logo:

1. Save your logo as a PNG with transparent background
2. Resize to around 150x150 pixels (under 50 KB if possible)
3. Gmail: in signature editor, click Insert Image > Upload > pick your file
4. Outlook: in signature editor, click the image icon
5. Apple Mail: drag the image file into the signature box

Note: images attached to signatures sometimes show as attachments to the recipient. Consider whether plain text or hosted images work better for you.

Add social media links

Simple way: just include them as text links:

"Follow us: LinkedIn · Instagram · Facebook"

Or use small icons. You can find free icon packs at simpleicons.org. Add them the same way as a logo.

Use a different signature for different scenarios

Gmail and Outlook let you have multiple signatures:

• One for business emails
• One shorter for replies
• One for personal emails

Switch between them when composing.

Sample signatures

Minimal (recommended)

Isaac Farris
ITF Business
isaac@itfbusiness.com · itfbusiness.com

With phone and title

Isaac Farris
Owner, ITF Business
(831) 555-0100 · isaac@itfbusiness.com
itfbusiness.com

For business with logo

[LOGO IMAGE]
Isaac Farris · ITF Business
Tech Help for Santa Cruz County
isaac@itfbusiness.com · itfbusiness.com

Test your signature

Send a test email to yourself from multiple devices (Gmail web, iPhone, Outlook). Check:

• Image loads properly
• Links are clickable
• Formatting (bold, colors) shows correctly
• Doesn't show as an attachment