Typing your name, job title, and phone number at the end of every email gets old fast. And when you forget, your contacts have to dig through old threads to find how to reach you. A Gmail signature solves that. You set it up once, and Gmail adds it to the bottom of your emails automatically.
In this guide, you’ll learn how to add a signature in Gmail on desktop, Android, and iPhone, how to add a logo and links, and what to do if your signature doesn’t show up. We’ll also share a free tool you can use to design your Gmail signature.
- Click the gear icon (⚙️) in Gmail, then click See all settings.
- In the General tab, scroll down to Signature and click Create new.
- Name your signature, then write or paste it in the editor.
- Under Signature defaults, choose when Gmail should add it.
- Scroll down and click Save Changes.
Here’s what we’ll cover:
- How to Add a Signature in Gmail on Desktop
- How to Add a Signature in Gmail on Mobile
- How to Switch Signatures While Writing an Email
- How to Create a Professional Gmail Signature With a Free Template
- Gmail Signature Not Showing? How to Fix It
- What to Include in Your Gmail Signature
Sounds good? Then let’s dive in.
How to Add a Signature in Gmail on Desktop
The desktop version of Gmail gives you the most options: formatting, links, images, several signatures, and different defaults for new emails and replies. Here’s how to set it up, step by step.
1. Open Gmail Settings
Click the gear icon (⚙️) in the top right corner of Gmail, then click See all settings.
2. Create a New Signature
In the General tab, scroll down to the Signature section ⤵️
- Click Create new.
- Give your signature a name (for example, “Main” or “Replies”).
- Click Create.
The signature editor appears on the right.
3. Add Your Contact Details
Write your signature in the editor, or paste it from a template. A simple, effective signature includes your name, your role, your company, and one or two ways to reach you.
You can start with this copy-and-paste template:
Jane Doe
Marketing Manager at Acme Inc.
Website: www.acme.com
Phone: +1 555 0100
123 Main Street, Springfield
4. Format Your Signature and Add Links
The signature editor works like the Gmail compose window. You can:
- Add links: select the text you want to link, click the link icon (🔗), and paste your URL.
- Customize text: change the font, size, and color, or make text bold, italic, or underlined.
Keep it simple: one font, one accent color, and no more than a couple of links.
5. Add a Logo or Image
To add your company logo or a photo, place your cursor where you want the image and click the Insert image icon in the editor toolbar. Then choose where your image comes from ⤵️
| Option | How it works | Good to know |
|---|---|---|
| Upload | Pick an image from your computer | The simplest option |
| My Drive | Pick an image from Google Drive | The image must be shared publicly, or it won’t display |
| Web Address (URL) | Paste a direct link to an image hosted online | The link must point to the image file itself, not a web page |
Once your image is in, click it to choose a size: small, medium, large, or original.
6. Set Your Signature Defaults
Now choose when Gmail adds your signature automatically. Below the editor, in Signature defaults, pick a signature for each option:
- For new emails use: the signature added to every new email you write.
- On reply/forward use: the signature added when you reply to or forward an email.
A good setup is a full signature for new emails, and a shorter one (just your name and role) for replies, so your threads don’t get cluttered.
If you send from several addresses in Gmail, you can set different defaults for each address from the same section.
7. Save Your Changes
Scroll down to the bottom of the settings page and click Save Changes.
And voilà. Your signature will now appear in your new emails.
How to Add a Signature in Gmail on Mobile
The Gmail app has its own mobile signature, separate from the one you set up on your computer. It only supports plain text — no images, logos, or formatting.
On Android
- Open the Gmail app.
- Tap the menu icon (☰) in the top left corner.
- Scroll down and tap Settings.
- Tap the account you want to add a signature to.
- Tap Mobile signature.
- Type your signature.
- Tap OK.
All done. Gmail will add this signature to emails you send from the app.
On iPhone and iPad
- Open the Gmail app.
- Tap the menu icon (☰) in the top left corner.
- Scroll down and tap Settings.
- Tap Signature settings.
- Turn on Mobile signature.
- Type your signature.
- Tap Back to save it.
And that’s it. Your mobile signature is ready.
How to Switch Signatures While Writing an Email
Created several signatures? You can change the one used in a specific email without touching your settings ⤵️
- Open a new email or a reply in Gmail on desktop.
- Click the pen icon (🖊️) at the bottom of the compose window.
- Select the signature you want to use, or No signature.
Gmail swaps the signature in your draft instantly.
How to Create a Professional Gmail Signature With a Free Template
Gmail’s editor is fine for a text signature. But if you want a polished layout with a logo, a photo, and social icons that look good in every inbox, a template saves you a lot of trial and error.
Our free email signature generator builds an HTML signature that displays correctly in Gmail, Outlook, Apple Mail, and other email clients. Here’s how to use it ⤵️
- Open the email signature generator on a computer or tablet.
- Enter your details: name, role, company, phone, website, and social links.
- Add your photo or logo, and pick your colors.
- Copy your signature.
- Paste it into the Gmail signature editor (step 3 above).
- Click Save Changes.
All done. Using the same template across your team is also an easy way to make every email look consistent and on-brand.
Create your free Gmail signature →
How to Fix Your Gmail Signature Not Showing
If your signature doesn’t appear where you expect it, here are the most common causes and how to fix them ⤵️
| Problem | Why it happens | How to fix it |
|---|---|---|
| No signature in new emails | Signature defaults is set to “No signature” | Choose your signature under For new emails use, then save |
| No signature in replies | On reply/forward use is set to “No signature” | Select a signature for replies and forwards, then save |
| Signature missing on mobile | The Gmail app uses its own mobile signature | Set up a mobile signature in the app’s settings |
| “Signature is too long” error | Your signature, including images, exceeds 10,000 characters | Resize or compress your image, or remove formatting |
| Image doesn’t display | The image comes from Google Drive and isn’t shared publicly | Share the image with “Anyone with the link,” or upload it instead |
| Signature appears below the quoted text in replies | Gmail places signatures after the previous message by default | In Signature defaults, check the box to insert your signature before quoted text |
| Changes don’t apply | The settings weren’t saved | Scroll to the bottom of the settings page and click Save Changes |
On a Google Workspace account, your administrator may also control signatures or image options. If something is missing from your settings, check with your admin.
What to Include in Your Gmail Signature
A good signature helps people reach you, recognize your company, and take the next step. Keep it to three or four lines and include:
- Your full name so people know exactly who they’re dealing with.
- Your role and company to give context to your message.
- One or two contact details, like your phone number or website.
- One call to action, such as a link to book a meeting or your latest product page.
- Your logo (optional) to build brand recognition.
What to avoid: inspirational quotes, long legal disclaimers, large images, and a long row of social icons. They make your emails heavier and draw attention away from your message.
Need inspiration? Browse these email signature examples.
Make Every Email Count
Your signature is set: every email you send now looks professional and makes it easy for people to reach you. If you regularly send emails to many people you can take it one step further with Mailmeteor:
📬 Mail merge from Google Sheets, Gmail, Google Docs, Outlook, or Excel
✍️ Personalized emails using any column from your spreadsheet
🖋️ Your email signature added automatically to your campaigns
🔁 Automatic follow-ups for contacts who haven’t replied
📊 Real-time tracking of opens, clicks, and replies
The free plan lets you send up to 50 emails per day, no credit card required. Try Mailmeteor for Gmail today (it’s free!) and send your first personalized campaign in minutes.
Frequently Asked Questions
How do I add a signature in Gmail?
On desktop, click the gear icon, then See all settings. In the General tab, scroll to Signature, click Create new, write your signature, choose your defaults, and click Save Changes. On mobile, open the Gmail app, go to Settings, and set up a mobile signature.
How do I add a logo to my Gmail signature?
In the Gmail signature editor on desktop, click the Insert image icon, then upload your logo, pick it from Google Drive, or paste a link to an image hosted online. If you use Google Drive, make sure the image is shared publicly. You can’t add images to the mobile signature.
Why is my Gmail signature not showing?
The most common reason is that Signature defaults is set to “No signature” for new emails or replies. Check your settings, select your signature, and click Save Changes. On mobile, the Gmail app uses its own mobile signature, so you’ll need to set it up there too.
How many signatures can I have in Gmail?
You can create several signatures in Gmail and choose one for new emails and another for replies and forwards. You can also switch signatures in any email by clicking the pen icon at the bottom of the compose window.
What is the character limit for a Gmail signature?
A Gmail signature can contain up to 10,000 characters, and images count toward that limit. If you get a “signature too long” error, resize your image or simplify your formatting.
How do I add an HTML signature to Gmail?
Gmail doesn’t accept raw HTML code in its signature editor. Open your HTML signature in a browser (or use an email signature generator), copy the rendered signature, and paste it into the Gmail signature editor. Then set your defaults and click Save Changes.
Can I have a different signature for each email address in Gmail?
Yes. If you send from several addresses in Gmail, you can choose different signature defaults for each one in the Signature section of your settings.
