Step-by-step instructions for adding your professional email signature to any email client. Get set up in minutes, not hours.
Creating a signature and installing it are two different problems. Generating a well-designed HTML signature takes a few minutes with the right tool. Getting that signature to appear correctly in your email client — with formatting intact, images loading, and links working — requires a few specific steps that vary by client and platform.
The most common failure is pasting the HTML signature into the wrong place or in the wrong way. Gmail, Outlook, and Apple Mail each have their own approach, and the steps that work in one client will not work in another. Following a client-specific guide the first time saves a lot of trial and error.
Each guide below covers the full setup process for one email client, including troubleshooting for the issues that come up most often. Start with the guide for your primary email client, and refer to the common issues section below if anything does not look right.
Regardless of which email client you use, these four steps apply to every setup.
Use BrandaSign to build and preview your signature. Make sure your name, title, contact details, and any photo or logo are correct before copying.
Use the Copy button in BrandaSign to copy the rendered signature to your clipboard. Some email clients need you to paste into a specific field — do not paste into a plain text editor first or you will lose the formatting.
Each email client has a different setup process. Select your client below and follow the steps exactly. The most common mistakes come from skipping steps or using the wrong paste method.
After setting up, send a test email to yourself and check how it looks in both the sent message and the received message. If you can, also test on a different device to verify mobile rendering.
Complete guide to adding your email signature to Gmail on desktop, web, and mobile. Works with all Gmail accounts.
Gmail uses a rich text editor for signatures. The reliable workflow is to paste the copied rendered signature into Gmail, not raw HTML from a plain text editor. Our guide covers desktop Gmail, Google Workspace accounts, and the Gmail mobile app on Android and iOS.
Step-by-step instructions for Outlook desktop, Outlook.com, and Outlook mobile. Includes troubleshooting tips.
Outlook has several signature setup flows: new Outlook, classic Outlook for Windows, Outlook on the web, Outlook for Mac, and mobile. Our guide separates the common environments and includes troubleshooting fixes for broken images and lost formatting.
Learn how to add email signatures to Apple Mail on Mac. Includes tips for formatting and image optimization.
Apple Mail on macOS supports formatted signature content, links, and images, but its signature settings are a rich text editor rather than a raw HTML editor. Our guide explains how to paste formatted signature output and assign signatures to different accounts.
Add professional email signatures to the Mail app on iPhone and iPad. Works with all email accounts configured on iOS.
The iOS Mail signature editor is simpler than desktop clients and formatting support is more limited. Our guide walks through the safest setup path and explains how to set different signatures for different accounts on the same device.
You pasted the HTML into a plain text field, or your clipboard lost the formatting. Copy directly from BrandaSign and paste into the correct signature field in your email client settings.
Some email clients block remote images, and some clients handle embedded image data differently. Use a small image, prefer a reliable HTTPS image URL when you need the image to load for recipients, and send a real test email after installation.
Check that the signature is assigned to the correct email account in your client settings. Many clients let you have different signatures per account and per email type (new messages vs. replies). Make sure it is enabled for all the message types you want.
Email clients render HTML differently — this is a known limitation across the email ecosystem. BrandaSign templates use conservative, widely-supported HTML and inline CSS to minimise these differences. If a specific client renders your signature poorly, the setup guide for that client will have client-specific workarounds.
It depends on the email client. Gmail can use the web signature in the mobile app when no mobile-specific signature is set, but a mobile signature can override it. Outlook and Apple Mail often require separate setup per app, device, or account.
Email clients vary in how they render HTML. Gmail, Outlook, and Apple Mail all apply their own styling rules on top of the HTML they receive. BrandaSign uses inline styles and widely-supported HTML elements to minimise these differences, but some variation is unavoidable. The most common issue is font substitution — if a recipient's client does not have the exact font in your signature, it will fall back to a system font. This is expected behaviour, not a bug.
Yes, but you need to set it up in each account separately. Most email clients let you manage signatures per account. If you use Gmail via the web and also have Outlook on your desktop, they are separate setups. If you have two Gmail accounts, each one has its own signature settings in Gmail's settings panel.
Go back to BrandaSign, make your changes, copy the updated HTML, and repeat the setup steps for your email client. In Gmail, this means going back to Settings > See all settings > General and replacing the existing signature content. In Outlook, it means opening the signature manager and editing or replacing the signature there.
Usually not — signature settings persist through email client updates. However, occasionally a major update to Gmail or Outlook changes the signature settings interface, making the steps slightly different. If the screenshots in our guide no longer match what you see, the general approach remains the same even if menu labels have changed.
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