How to add and change a signature in Gmail

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Creating a professional signature in Gmail can really make your emails stand out. A professional Gmail signature is the best way to promote your brand and provide recipients with your contact details. 

This article shows you all you need to create a signature in Gmail. The native functionality of Gmail lets you create a signature template pretty quickly, letting you include contact details and HTML imagery. 

Important: The following methods won’t let you control signatures in Gmail for all users. For companywide Gmail signatures, try our Google Workspace email signature solution 

How to add a basic signature in Gmail 

Follow our guide below to learn how to automatically add a simple Gmail email signature to your messages.  

  1. Log in to Gmail. 

    Gmail login

  2. In the top right of the screen, click "Settings" (gear symbol) > "See all settings".

    Scroll to the Signature section. Go to "Create new" to start building your signature in Gmail.

    Signature settings in Gmail

  3. Give your new Gmail signature a name.

    Name new signature screen in Gmail


  4. Open the signature editor. Type out your email signature in the text box.

    Email signature box in Gmail

  5. Once complete, click "Save Changes".

How to add a signature in Gmail’s mobile app 

Adding a signature in Gmail's mobile app is also a simple process. Just follow the steps below to create and add your professional email signature on the go.  

  1. Open the Gmail mobile app and click "Settings" in the main menu.  


  2. Choose the email address you wish to send from.


  3. Select "Mobile Signature" on Android devices and "Signature settings" on iOS ones.  


  4. Enter your signature text. 


  5. Click "OK" when done. 

How to create a professional Gmail signature 

If want an email signature design that uses more than plain text, a bit more thought is needed. 

Here's how to create a professional Gmail signature that stands out:  

  1. Firstly, you need to add relevant contact information. As this is a professional Gmail signature, include your full name, job title, company name, phone number, and email address: 

    Gmail signature with contact details

  2. You can then add additional formatting to make your signature in Gmail look more interesting. Resist using loads of different fonts as it will look messy:

    Formatting signature in the Gmail signature editor

  3. You will want to add at least one hyperlink. Examples would be your website URL, email address, or social media accounts.

    Highlight the signature text you want to hyperlink. Click the Link icon as shown below:

    Link icon in the Gmail signature editor

    Add a website URL or email address. You can also change the display text if you wish:

    Add URL option in Gmail signature editor

    Click "OK":

    Gmail signature within the editor

    If you’re happy with your signature, click "Save Changes". However, as this is a professional email signature, you should also add an image like your company logo.

  4. You now want to assign how your Gmail signature is applied to messages. This is done using the "Signature defaults" option under the signature editor.

How to add an image to your Gmail signature

Adding images to your Gmail signature is a great way to make it more visually appealing and stand out.

Here’s how to add an image to your professional email signature in Gmail: 

  1. Click the "Insert Image" icon: 

    Insert Image icon in Gmail signature editor

    1. To embed an image, click "Upload" or "My Drive", find your image, and click "Select":

      Add an image option in Gmail

    2. To host an image, click "Web Address (URL)" and paste the image URL into the field. A preview of your image should appear. If it doesn’t, the URL is incorrect.

      Click "Select" when done:

      Add an image using a web address in Gmail

  2. The image will appear in your Gmail signature, which you can then resize. You can choose from "Small", "Medium", "Large", and "Original Size".

    You can also hyperlink the image with a specific URL:

    Image size in Gmail

How to change your signature on Gmail

Thankfully, knowing how to change a Gmail signature is a lot easier than creating a brand new one.

  1. Open up Gmail.


  2. In the top right, select "Settings", then click "See all settings".


  3. Near the bottom of the page, you'll see something on changing Gmail signatures. In this section, add the text of your signature to the box.


  4. Feel free to style away using formatting options or adding images.


  5. After all that is done, click on "Save changes."

Learning how to change a signature on Gmail can be pretty straightforward, but having to change it for every promotion or every season can become tedious quickly.

Changing things manually will take time, but they'll also come in handy. For example, you're able to change the font, font size, and color of any Gmail signature. You're also able to add hyperlinks to it, and clickable phone numbers too.

How to add an HTML signature to Gmail  

To add an HTML signature to Gmail, follow these steps:

  1. First, design your HTML signature using a professional email signature generator tool or by coding it yourself.


  2. Save your HTML file and open it in a web browser.


  3. Right-click on the signature and select "Select All".


  4. Right-click again and select "Copy" to copy the HTML code.


  5. Open your Gmail account and click on the gear icon at the top right corner of the screen.


  6. Select "Settings" from the drop-down menu.


  7. Scroll down to the "Signature" section.


  8. Click on the "Create new" button.


  9. In the text box, click on the "Insert HTML" button in the toolbar.


  10. Paste your HTML code into the popup window and click "Ok".


  11. Your HTML signature will now appear in your Gmail signature editor.


  12. If necessary, use the toolbar to make any formatting changes.


  13. Click on the "Save Changes" button at the bottom of the page to save your HTML signature to Gmail.

Managing signatures in Gmail companywide 

This process works well for an individual user or a personal account. If you want everyone in your company to use the same default Gmail signature, you’re going to run into trouble.  

Asking all users to create and manage the same signature template will lead to huge inconsistencies. If you have an IT department, they could manually go to each person’s desk and do the necessary signature updates. But that will be a tedious process. You also won’t be able to stop end users from modifying and changing their signature in Gmail directly. 

In other words, you won’t have any control if you let your users manage their own signatures in Gmail. 

Using Exclaimer to manage signatures in Gmail 

To centrally design and control professional Gmail signatures, you’ll want to choose  Exclaimer’s email signature management solution to do all the hard work for you. 

email signature with photo and banner

You can then ensure everyone has the same consistent design whenever they send an email. Even better, you save hours of time that would normally be spent doing manual signature updates. 

Start a free 14-day trial today or book a demo with one of our product specialists to learn more.

Jump in to Exclaimer’s email signature management solution

And find out how to ignite your email’s full potential

start an exclaimer free trial

Frequently asked questions about Gmail signatures

Here are some common questions about creating and managing Gmail signatures: 

Can I have more than one signature in Gmail?

Yes, you can create multiple signatures in Gmail and choose which one to use for each email account. 

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