The short answer
In Gmail, open Settings, See all settings, then Signature. In Outlook, open Settings, Accounts, then Signatures. Here's every step, plus phones and fixes.
Adding a signature takes about five minutes once you know where the setting lives. Gmail and Outlook both hide it a couple of menus deep, and Outlook has several versions with slightly different menus. Below are the steps for each, on a computer and on your phone, plus fixes for the problems people usually hit.
Set it up on a computer first. The phone apps only handle plain text, so the version with your logo and formatting has to be made on a computer.
Before you start
Have your details written out: name, role, business name, phone number, website and, if you want one, your logo as an image file. If you're not sure what to include, what is an email signature, and why does it matter? has a short list of what belongs and what to leave out. If you're adding a logo, size it first. What size should an email signature logo be? explains why this matters, especially in Outlook.
How to add a signature in Gmail on a computer
- Open Gmail and click the gear icon in the top right corner.
- Click See all settings.
- On the General tab, scroll down to the Signature section.
- Click Create new and give the signature a name, like "Main".
- Type your details in the box. Use the toolbar to set the font, size, colour and links.
- To add a logo, click the image icon in the toolbar and choose your file from Google Drive, your computer or a web address.
- Under Signature defaults, pick this signature for new emails and for replies and forwards.
- Scroll to the bottom of the page and click Save Changes.
Gmail allows up to 10,000 characters per signature, and images count towards that limit. If Gmail won't save your signature, the image is usually too big. Make the file smaller and try again.
How to add a signature in the Gmail app
On Android, open the menu, tap Settings, choose your account and tap Mobile signature. On iPhone or iPad, open the menu, tap Settings, then Signature settings, and switch on Mobile signature. In both cases the app signature is plain text only, with no logo or formatting. If you set one, the app uses it in place of your computer signature, so many people leave it as a short name and phone number.
How to add a signature in new Outlook and Outlook on the web
New Outlook for Windows, Outlook on the web and Outlook.com all use the same menus:
- Click the gear icon to open Settings.
- Go to Accounts, then Signatures.
- Click to add a new signature and give it a name.
- Type and format your signature in the box. Use the image button to add your logo.
- Choose whether it's added to new messages, and to replies and forwards.
- Click Save.
How to add a signature in classic Outlook for Windows
- Start a new email.
- On the Message tab, click Signature, then Signatures.
- Click New and name the signature.
- Type and format it in the Edit signature box. Use the picture button to add your logo.
- Under Choose default signature, select it for new messages and for replies and forwards.
- Click OK.
You can also reach the same window through File, then Options, then Mail, then Signatures.
Outlook on a Mac and on your phone
In Outlook for Mac, open the Outlook menu, choose Settings (or Preferences on older versions) and click Signatures. In the Outlook phone app, open Settings from your profile picture and tap Signature. Like Gmail's app, the phone version is plain text.
Microsoft notes that signatures can be saved on the device where you made them, so a signature created on your work laptop may not appear on your home computer. If it's missing somewhere, set it up there too.
Using a signature someone designed for you
If a designer has made your signature, you'll usually get it as a web page file or a link. Open it in your browser, select everything in the signature, copy it, and paste it straight into the signature box in Gmail or Outlook. Check that the logo still appears after you save. A good designed signature uses images stored online rather than attached to each email, so your messages stay small and don't show a paperclip icon.
Why does my signature look wrong?
- The logo is huge in Outlook. Classic Outlook on Windows can ignore the size you set and show the image at its full pixel size. Resize the image file itself before adding it.
- The logo appears as an attachment. The image was embedded in the email instead of linked from the web. A designed HTML signature avoids this.
- The font changes on other people's screens. Use a common font like Arial, Verdana or Georgia. Unusual fonts only display if the reader has them installed.
- The signature doesn't appear in replies. Check that it's set as the default for replies and forwards, not just new emails.
- The logo disappears in dark mode. A dark logo on a see-through background vanishes on a dark screen. Use a version with a light background or outline.
Test it before you rely on it
Send an email to yourself at a Gmail address, an Outlook address and on your phone, and look at each one. Then reply to it and check the reply too. It takes two minutes and catches almost every problem before a client sees it.
Want one that works everywhere?
Our email signature design gives you a signature with your logo, photo and details, tested in Gmail, Outlook and Apple Mail and set up for your whole team. It's ready in a few days.
