How to Create a Custom Email Signature in Gmail: Quick and Easy

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Written By Chris

Just a simple "data guy". Changing the world one formula at a time.

Whether I’m using Outlook or Gmail, I’ve always found that having a personalized email signature is a great way to leave a lasting impression in professional and personal correspondence. But what surprises me is how often I find users neglecting to include them.

Even at its most basic appearance, you can easily create a custom email signature in Gmail by clicking the Settings icon, finding the Signature section, and entering your personalized signature in the text box. Then format your message and click save.

An email signature not only provides your contact information but also lets you promote your brand or style, creating a unique identity for your emails.

If you’re like me and find the value in a custom email signature in Gmail, you’re in for a treat because it’s incredibly simple and fun! With just a few steps, you can easily add a touch of flair and professionalism to your Gmail account, and I’m excited to guide you on this journey.

So, buckle up as we’re about to dive into the world of creating eye-catching and effective email signatures that will make your Gmail communications stand out from the rest!

What is the Purpose of a Gmail Signature?

The purpose of a Gmail signature is to provide essential and personalized information to people you communicate with through email. This allows you to add a personal touch to the end of every message you send.

what is the purpose of a gmail signature

It’s like leaving a virtual business card at the end of your message.

By having a custom signature, you can efficiently share your name, job title, phone number, website, or even social media profiles with email recipients. This way, they can quickly find more information about you or your company without having to ask.

A well-designed signature can reinforce your personal or company branding, making emails instantly recognizable from the spam infiltrating an inbox. 

So why wouldn’t you want to create a custom email signature in Gmail? It saves you time, keeps your correspondence consistent, and adds value as a professional.

Email signatures in Gmail are an essential addition to everyone’s digital toolbox!

Accessing Gmail Signature Settings

Let’s get down to business and automate your future emails for better recognition. First up, I’ll show you how to find your Gmail signature settings from your desktop.

Finding My Gmail Signature Settings on Desktop

To find your Signature settings in Gmail from your desktop, log into your Gmail account from any web browser, click the gear icon, and scroll down the General tab until you see “Signature.”

Sounds easy, right? It is. Let me show you how to do it.

1. Log into your Gmail account from Chrome (or any browser).

2. Click the “Settings” (gear icon) located in the top right corner. Select “See all settings.”

finding gmail gear icon

3. Scroll down the first tab (“General”) until you find the “Signature” setting.

find signature settings section on desktop

Finding My Gmail Signature Settings on iPhone

To find the signature settings on your iPhone, you have two options. 

If you’re using the Gmail app: 

1. Open the app and click the menu button with the three bars in the lefthand corner. Select “Settings” at the bottom.

click 3 bars of menu in iphone gmail

Here you will find the “Signature settings” under the “Compose and Reply” section. 

2. Click that, then toggle your “Mobile Signature” option on.

toggle the mobile signature and type

3. Now type in your Gmail signature and hit “Done.”

You may not see your email signature when composing the message, but it will show to the recipient of your email.

If you’re using the Apple default email app that comes with your iPhone (Mail.app), you can find your signature settings by:

1. Opening your iPhone settings and scroll down until you find the “Mail” app.

2. Once open, locate the “Composing” section toward the bottom and click “Signature.”

find composing section and click signature

You can change the default “Sent from my iPhone” to whatever you want and specify which account or accounts to incorporate. You’ll see the updated signature in your draft when you compose your message.

Do Gmail Signatures Sync Across Devices?

It’s important to note that you’ll have to set your Gmail signature within each device, as updating one won’t affect the others.

It’s not a big hassle, but it would be nice if Gmail made this more convenient for their users.

Creating a New Signature

Well, you’ve found your signature settings. Now I’ll show you how to create a custom email signature for your Gmail account. Adding general contact info is pretty simple from your iPhone, as you’ve already seen, but let’s create a new signature from the desktop.

Name and Contact Information

Start by returning to your signature settings under the “General” tab. In the “Signature” section, click the “Create New” button. Name your signature, and in the text box to the right, add personal details such as your name, email, and phone number (or any other contact info).

adding name and contact in desktop

You can also use the format buttons to change your font, add some color, or anything else that fits your style.

To add an image, such as a photo or logo, click the “Insert Image” button (the small icon that looks like a picture) in the signature editor. You can upload an image from your computer or insert a URL of an online image.

Keep in mind that it’s important to use a high-quality image and appropriate dimensions so it looks professional. Or, at a minimum, good enough so it doesn’t leave a bad impression.

add photo or logo to signature

Once your image is inserted, you can click on it and adjust the size to make it align with your format.

Including Social Media Icons

Including social media icons in your signature can help your recipients connect with you on different platforms. To add these icons, first, find suitable images for each social media platform you want to include. 

You can either download ready-made icons or create your own using an image editing tool like Canva. Once your images are ready, click the “Insert Image” button in the signature editor and upload each icon separately, resizing them as needed.

include social media icons

After adding the icons, you can turn them into clickable links. 

To do this, click on the icon in the editor and then click the “Insert link” button (the small icon that looks like a chain link). Enter the URL of your social media profile and click “OK.”

That’s it! Now you have a custom Gmail signature with your name, contact information, photo or logo, and social media icons. 

Just a quick FYI. If doing this from your phone, you’ll have to copy and paste images into the signature field. There are no formatting options like you’ll find in your desktop settings.

Designing a Professional Gmail Signature

In this section, I’ll walk you through two methods to create a professional email signature in Gmail—using templates and designers, and editing with the Gmail Signature Editor. A professional Gmail signature is ideal when you’re sending messages with business intent.

Pick any overused phrase you want; “dress for the job you want”, “you only get one first impression.” The sentiment is true. Using some structure and careful layout will present a clean and professional look to your readers.

Using Templates and Designers

One way to create a professional Gmail signature is to use pre-made templates or work with online designers. There are numerous Gmail signature templates available that you can customize to fit your brand.

Some are free, and some aren’t. In my opinion, there’s no need to pay for a custom template, as most free options look pretty darn good. 

don't pay for custom templates

These templates often include placeholders for your profile photo, website URL, and social media buttons. The difference is that they’re already formatted for you.

When using a designer, you’ll find some offer helpful tools like a signature generator, making the process even easier.

If going this route, choose a template that suits your style and profession. Then, you can customize it with your personal information and branding elements. Remember to include your website, social media icons, and a professional profile photo to make your signature more engaging and effective.

Availability is key here. You want to give email recipients access to you on all platforms.

Editing with the Gmail Signature Editor

Another option is to use Gmail’s built-in Signature Editor to create a personalized email signature. The editor is what I used to make my standard email signature above. With a little more effort and care, you can format your text, images, or icons to mimic the sleek design of a pre-made template. Then add hyperlinks to your email signature to make it more functional and professional.

If you happen to find a template you like, you can probably create your own version with the Signature Editor without too much hassle.

use signature editor to create your own gmail signature

Adding Legal Disclaimers and Sign-offs

If your profession calls for it, you can create an email signature in Gmail that includes a legal disclaimer to cover any potential issues that may arise from sharing sensitive information or ensure confidentiality. This can consist of confidentiality notices, copyright statements, or liability disclaimers. 

Generally, you should set your disclaimer in a smaller-sized font and maybe italics to distinguish it from the rest of the signature.

Another unique approach is to add a final sign-off, like a famous quote, company motto, or anecdote. This makes your professionally formatted signature keep a friendly and human tone incorporated.

Just remember who your audience is. You don’t want to include something offensive or distasteful.

Don’t Forget This

If you’re happy with your custom Gmail signature, don’t forget to save your changes.

Under the Signature Editor, there are drop-downs to choose when and where your signature will appear. 

don't forget to save your work

Once you finish selecting your desired defaults, scroll down and click “Save Changes.”

Happy emailing!

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