Email Signature Not Showing? Here's How to Fix It

Quick Diagnostic Checklist

Before diving into specific solutions, run through this checklist:

• ✓ Is the signature set as default in your email client settings?
• ✓ Is the signature enabled for both new emails AND replies?
• ✓ Is the signature assigned to the correct email account?
• ✓ Have you saved the settings after making changes?
• ✓ Have you restarted your email client or cleared cache?
• ✓ Does your signature code contain any HTML errors?

Gmail-Specific Issues

Signature Not Set as Default

Problem: You created a signature but didn't set it as default.

Solution:

1. Go to Gmail Settings (gear icon) > See all settings
2. Scroll to "Signature" section
3. Under "For new emails use:", select your signature
4. Under "On reply/forward:", select your signature
5. Click "Save Changes" at the bottom

Mobile App Not Synced

Problem: Signature works on desktop but not on mobile Gmail app.

Solution: Mobile Gmail has separate signature settings:

1. Open Gmail app on your phone
2. Tap menu (three lines) > Settings
3. Select your Gmail account
4. Tap "Signature"
5. Edit and save your signature

HTML Code Errors

Problem: Gmail strips out malformed HTML.

Solution:

• Validate your HTML code using an HTML validator
• Ensure all tags are properly closed
• Use simple HTML - avoid complex CSS or JavaScript
• Test your signature by sending yourself an email

Outlook-Specific Issues

Signature Not Assigned to Account

Problem: Signature exists but isn't assigned to your email account.

Solution:

1. Go to File > Options > Mail > Signatures
2. Under "Choose default signature", select your email account
3. Select signature for "New messages"
4. Select signature for "Replies/forwards"
5. Click OK

Signature Only in Replies, Not New Emails

Problem: Signature appears in replies but not new emails (or vice versa).

Solution: Outlook has separate settings for new emails and replies. Make sure you've selected a signature for both:

• New messages: Select your signature
• Replies/forwards: Select your signature (or "(none)" if you don't want it in replies)

Outlook Web vs Desktop

Problem: Signature works in Outlook desktop but not Outlook Web (or vice versa).

Solution: These are separate applications with separate settings:

• Outlook Desktop: File > Options > Mail > Signatures
• Outlook Web: Settings (gear) > View all Outlook settings > Mail > Compose and reply > Email signature

Configure signatures separately for each platform.

Apple Mail-Specific Issues

Signature Not Selected for Account

Problem: You created a signature but didn't assign it to your account.

Solution:

1. Open Mail app > Mail > Preferences > Signatures
2. Select your email account in the left sidebar
3. Select a signature for "New messages"
4. Select a signature for "Replies" (optional)
5. Close Preferences window

iOS Signature Not Set

Problem: Signature works on Mac but not iPhone/iPad.

Solution: iOS has separate signature settings:

1. Open Settings app
2. Tap "Mail"
3. Tap "Signature"
4. Choose "Per Account" or "All Accounts"
5. Edit your signature text
6. Go back to save

Universal Issues (All Email Clients)

Browser/App Cache

Problem: Old signature settings cached in browser or app.

Solution:

• Web clients: Clear browser cache and cookies, or use incognito/private mode to test
• Desktop apps: Restart the email application
• Mobile apps: Force close and reopen the app, or restart your device

HTML Code Problems

Problem: Malformed HTML prevents signature from displaying.

Common HTML Errors:

• Unclosed HTML tags (e.g., <div> without </div>)
• Invalid HTML structure
• Unsupported CSS properties
• JavaScript in signature (most email clients block this)
• External stylesheets (use inline styles instead)

Solution:

• Validate HTML using an online validator
• Use simple, clean HTML structure
• Use inline CSS styles only
• Avoid JavaScript, iframes, or other advanced features
• Test signature in multiple email clients

Images Not Loading

Problem: Images in signature don't display, causing signature to look broken.

Solution:

• Use reliable image hosting (your website, CDN, or trusted service)
• Ensure image URLs are accessible (test in browser)
• Use HTTPS URLs when possible
• Keep file sizes under 100KB
• Use absolute URLs (full https:// path), not relative paths
• Consider embedding images directly if your email client supports it

Signature Disabled by Admin/Policy

Problem: In corporate environments, IT policies may disable custom signatures.

Solution:

• Contact your IT department to check email policies
• Ask if custom signatures are allowed
• If not allowed, you may need to use company-approved signature templates

Testing Your Signature

Always test your signature after making changes:

1. Send Test Email: Send yourself an email to see how the signature looks
2. Test on Multiple Devices: Check signature on desktop, mobile, and tablet
3. Test in Different Clients: If possible, test how signature looks in Gmail, Outlook, Apple Mail, etc.
4. Check Replies: Reply to an email to verify signature appears in replies
5. Test Images: Verify all images load correctly
6. Check Links: Click all links to ensure they work properly

Prevention Tips

• Keep It Simple: Simple HTML signatures are more reliable across different email clients
• Document Your Settings: Take screenshots of your signature settings so you can restore them if needed
• Regular Backups: Save your signature HTML code in a text file for easy restoration
• Test After Updates: When your email client updates, test your signature to ensure it still works
• Use Reliable Hosting: Host images on reliable servers to prevent broken images

Frequently Asked Questions

Still Having Issues?

If you've tried all the solutions above and your signature still isn't showing:

• Contact our support team for personalized help
• Check your email client's official documentation for signature setup
• Consider using a simpler signature format to ensure compatibility
• Try creating a new signature from scratch to rule out code issues

Next Steps

Once your signature is working:

• Create a professional signature with BrandaSign
• Learn about optimal image sizes for signatures
• Review Gmail signature setup guide