How to Change Email Signature in Gmail

Step-by-Step Instructions

For Gmail Web (Desktop)

1. Open Gmail Settings: Click the gear icon (⚙️) in the top right corner of your Gmail inbox.
2. Access All Settings: Click "See all settings" from the dropdown menu.
3. Find Signature Section: Scroll down to the "Signature" section, which is located in the "General" tab.
4. Create or Edit:
   • If you don't have a signature yet, click "Create new" and give it a name (e.g., "Business Signature").
   • If you already have a signature, select it from the dropdown menu and click "Edit".
5. Paste Your Signature: In the signature editor, paste your HTML signature code. Gmail's editor supports HTML formatting, so your signature will display with all formatting intact.
6. Configure Usage: Below the signature editor, you'll see options to:
   • Set the signature for new emails
   • Set the signature for replies/forwards
   • Choose which email address uses this signature (if you have multiple)
7. Save: Scroll all the way to the bottom of the settings page and click "Save Changes". Your signature will now appear in all new emails.

For Gmail Mobile App (iOS/Android)

1. Open Gmail App: Launch the Gmail app on your iPhone, iPad, or Android device.
2. Access Settings: Tap the three horizontal lines (menu icon) in the top left, then scroll down and tap "Settings".
3. Select Your Account: Tap on the Gmail account you want to configure.
4. Find Signature: Scroll down and tap "Signature".
5. Edit Signature: You can type or paste your signature text. Note: Mobile apps have limited HTML support, so complex formatting may not work perfectly.
6. Save: Tap the back arrow or "Save" to apply your changes.

Common Issues and Solutions

Signature Not Appearing

If your signature doesn't show up in new emails, check these common issues:

• Not Set as Default: Make sure you've selected the signature for "new emails" in the signature settings.
• Mobile App Limitation: The mobile Gmail app may require you to set the signature separately. Check the app settings as described above.
• HTML Errors: If your signature uses complex HTML, Gmail may strip out some code. Simplify your HTML or use Gmail's built-in formatting tools.
• Browser Cache: Clear your browser cache and reload Gmail if changes aren't appearing.

Images Not Displaying

If images in your signature aren't showing:

• Use Reliable Hosting: Host images on a reliable server (like Google Drive with public sharing, or your own website).
• Check Image URLs: Make sure image URLs are accessible and don't require authentication.
• File Size: Keep images under 100KB for faster loading. Gmail may block very large images.
• HTTPS Required: Use HTTPS URLs for images when possible, as some email clients block HTTP images.

Formatting Issues

Gmail has some limitations on HTML and CSS:

• Inline Styles: Use inline CSS styles rather than external stylesheets.
• Simple HTML: Stick to basic HTML tags like <strong>, <em>, <a>, and <img>.
• Table Layouts: For complex layouts, use HTML tables rather than CSS flexbox or grid.
• Test First: Always send yourself a test email to see how the signature looks before using it professionally.

Best Practices for Gmail Signatures

• Keep It Simple: Gmail works best with simple, clean HTML. Avoid overly complex designs.
• Mobile-Friendly: Test your signature on mobile devices, as Gmail mobile may render differently.
• Multiple Signatures: Create different signatures for different purposes (business, personal, etc.) and switch between them as needed.
• Regular Updates: Keep your contact information and social links up to date.
• Professional Content: Include only essential information: name, title, company, phone, email, and relevant social links.

Frequently Asked Questions

Next Steps

Now that you know how to change your Gmail signature, you might want to:

• Create a professional signature with BrandaSign
• Learn about optimal image sizes for signatures
• Troubleshoot signature display issues