Before you start
- Gmail or Outlook
What to include
Keep it to 3–5 lines:
- Full name
- Job title and company
- Phone number
- Website (and one relevant social profile, like LinkedIn)
- Optional: a small logo (under ~200 px wide)
Skip quotes, many images and long legal text unless required.
Jane Doe
Marketing Manager | Acme Ltd
+1 555 010 2030 | acme.com
linkedin.com/in/janedoeMethod 1 Add it in Gmail
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Step 1: Open settings
Click the gear icon > See all settings and stay on General.
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Step 2: Create a signature
Scroll to Signature, click Create new, name it and type your signature. Use the toolbar to add links or an image.
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Step 3: Set defaults
Under Signature defaults, choose it for new emails and replies. Click Save Changes at the bottom.
Method 2 Add it in Outlook
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Step 1: Open signatures
Outlook (new/web): Settings > Account > Signatures. Classic Outlook: File > Options > Mail > Signatures.
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Step 2: Create and set default
Click New signature, type it, and choose it as the default for new messages and replies. Save.
Troubleshooting
Logo appears as an attachment
Insert images from a URL (Gmail) or keep them small. Some recipients’ email apps block images by default.
Signature doesn’t appear on replies
Set the default for replies/forwards as well.
Frequently asked questions
Should I add a photo?
Optional. For client-facing roles, a small professional headshot can help.
Can I have multiple signatures?
Yes. Gmail and Outlook let you create several and choose one while writing.
Summary
Keep your signature to 3–5 lines with name, role, company and contact details, then add it in Gmail Settings > General > Signature or Outlook Settings > Signatures, plus your phone’s email app.
