How to fix the Gmail signature too long error
14 October 2024
0 min read
If you're using Gmail for professional emails, you might encounter the "signature is too long" error message. This frustrating Gmail error can disrupt your email communication and prevent you from sending messages.
Fortunately, there are solutions to fix this Gmail signature issue so you can continue sending emails with your preferred signature.
What does the Gmail signature too long error message mean?
When you see the "signature is too long" error in Gmail, it means that your email signature exceeds the maximum number of characters allowed by Gmail.
You'll have copied and pasted your email signature into Gmail, getting you one of the following error messages:
“The signature is too long. Please try a shorter signature.”
"Sorry, the signature for [your email address] is too long. Please try a shorter signature."
What is the maximum length for a Gmail signature?
According to Google, the maximum length for a Gmail signature is 10,000 characters. This includes any text, images, and formatting you may have in your signature.
What causes the Gmail signature too long error?
There are a few different reasons why you might be getting this error message:
Special formatting in email signatures: Using bold, italics, or colored text can increase character count, potentially exceeding signature limits.
Images and logos in email signatures: Including high-resolution images or multiple logos can quickly add to the character count and trigger an error.
Copying and pasting email signatures: Copying from other documents or websites may introduce hidden formatting issues, leading to errors.
Excessive lines or spaces in email signatures: Having too many lines or spaces can also push your signature over the character limit.
How to fix the Gmail signature too long error message
Fixing the signature is too long error in Gmail is a relatively simple process. Just follow these steps:
1. Check character count
If you're not sure how many characters your signature has, you can use a character counter tool to check. This will give you an exact number so you can see if it's exceeding the limit.
2. Trim excess content
Remove any non-essential contact details. Keep your signature concise and focused on critical information like your name, title, and contact details.
3. Avoid creating a signature with MS Word
Microsoft Word is notorious for introducing hidden formatting issues. Instead, use a plain text editor like Notepad or TextEdit.
4. Optimize image size
If you're using an image or logo in your signature, make sure it's optimized for the web. Use a tool like TinyPNG to reduce its size without sacrificing quality.
5. Use simple formatting
Keep your signature clean and straightforward by using basic formatting instead of multiple font sizes and colors.
6. Remove spaces between elements
Delete any unnecessary spaces between elements in your signature, such as extra line breaks or indentation.
7. Use plain text
Switch to plain text instead of rich formatting. This reduces character usage and ensures better compatibility across email clients.
8. Link to external content
If you need to provide more information, include links to an external page like your social media profiles or company website.
9. Use URL shorteners
If your signature contains long URLs, consider using a URL shortener to save space. Bitly and TinyURL are popular options.
10. Test before sending
Before sending an email with your signature, make sure to test it by sending a draft to yourself or a colleague. This allows you to catch any issues before they reach the recipient's inbox.
Using Exclaimer to centrally manage Gmail signatures
If you're still struggling with the Gmail signature too long error, consider using an email signature management tool like Exclaimer. It allows you to design and manage professional signatures that adhere to your company's brand guidelines while automatically fitting within Gmail's character limit.
The drag-and-drop signature editor lets you quickly add elements like company logos, social media icons, banners, and disclaimers. Signature updates are automated with rules and occur in real-time.
All contact information comes straight from Google Directory, ensuring accurate and consistent email signatures across your organization.
Take central control over your Gmail signatures and use Exclaimer so your emails always look professional and aligned with your brand. Get yourself a free trial or book an online demonstration today.