How to Add Gmail Signature in 4 Steps | Templates and Tips Included

May 31, 2024
12 Minutes
Modified on:
May 31, 2024
Written by:
Swati Bucha
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Email is now one of the fastest and official ways to communicate in the modern world. According to statistics, global email subscribers are projected to rise to 4.73 billion in 2026. This number makes it essential to leverage this communication platform and stand out among your competitors. Besides optimizing your content, your Gmail signature is vital in creating a clean and impressive brand image.

With a professional and well-formatted email signature, your leads will be able to recognize you and your services instantly. A Gmail signature ultimately conveys trust, transparency, and closeness to the recipient. 

However, with so many options, how do you decide which email signature is the right one for you? To solve your dilemma, we’re here to guide you. 

In this blog, we will help you learn everything about the Gmail signature offered by Google and give you inspiration on how to use this tool. Keep reading to learn more! 

What is a Gmail Signature?

Gmail offers an in-built signature tool for your business email address. This tool allows you to create a footer at the end of your business emails with your name, company, and related information. 

The Gmail signature gives recipients a straightforward idea about your company and your position in it. It makes your email more official and gives it more leverage.  

Furthermore, a signature is an innovative way to increase brand awareness. It also allows you to use a pre-made Gmail signature template and customize it according to your requirements. You could add your image, brand colors, company logo, any important links, and disclaimers as well. 

Significance of a Gmail Signature

There are several benefits of creating a Gmail signature. Let’s take a look at some of the ways an email signature can help your business.

1. Make a Professional First Impression

With an email signature, you can project a professional and polished look. It also gives your customer a clear idea about who the communication is from and why, creating legitimacy and purpose. 

2. Digital Business Card

Your Gmail signature is your digital business card. It helps your business interact with customers and establishes you as a liaison point. Moreover, adding a picture to your email will allow the target recipient to form a personal association and connection with you.

3. Boost Brand Awareness

If you’re a new entrepreneur and are not using an email signature, you will miss an opportunity to spread the word about your business. An email signature allows you to share your brand with a wider audience. 

To make your brand more recognizable, you can add your company logo and a clickable website link. Visitors to your website will learn about the products or services you offer and may become customers in the future.

4. Enhance Your Marketing Efforts

An email signature is a powerful advertising tool. You can use it to entice the reader to take a certain action, such as purchasing a product, obtaining users’ opinions, identifying customer pain points, or offering new pricing. 

If you are a freelancer, you can provide a link to your work portfolio using a suitable Gmail signature template. The signature block can include a call to action (CTA), such as a button, banner, or text link, letting your recipients know what you’d want them to do after reading your email. 

5. Consistency and Trust

The purpose of the email signature is to provide consistency across all your business emails, creating a uniform and recognizable online presence. It lets you quickly establish trust among potential clients and help them differentiate official communication from scams, identity theft, or phishing attacks. 

How to Add a Gmail Signature? 

Creating a professional Gmail signature is an easy process. You can include up to 10,000 characters when creating your signature on the desktop. 

You can showcase your creativity by adding a website, social media links, or a clickable button to your blog posts, newsletters, and more. You can even add images like headshots, logos, or branded visuals. Furthermore, adding disclaimers and a quote is also possible. 

You can create your signature from scratch or use a Gmail signature template. Besides these options, you can create your signature with the help of a dedicated service like an email signature generator

Follow these steps to create your Gmail signature on your desktop:

Step 1: Open Gmail.

Step 2: At the upper right corner, click Setting “See all settings.”

Step 3: Search for the “Signature” section

Step 4: Click on Create New and add your signature name. 

Step 4: Scroll to the bottom of the page and click on “Save Changes.” Select whether you want the signature on all new emails you compose, reply to, or forward. 

Your professional signature is ready! Gmail will auto-add it to new emails, replies, and forwards. 

How to Customize Your Gmail Signature?

Now that your basic signature is ready, you can customize it with images, links, and more. You can stand out for your brand with a personalized touch by customizing your email signature. Follow these tricks to customize it:

1. Adding Images or Logos

  • In the textbox, search for the “Insert Image” icon and click on it.
  • Upload an image/logo from your device, drive, or web URL.
  • Save the signature by clicking “Save Changes.”

2. Creating an HTML Gmail Signature

  • Open a text editor and add your signature code.
  • Save the file as an HTML web page.
  • Open the file in a browser and copy the signature.
  • Paste it into Gmail’s signature text box and save.

3. Adding Hyperlinks

  • Select the text you want to hyperlink.
  • Click the “Hyperlink” button and add a web/phone URL.
  • Click “OK” and save the signature.

If you want to add more signatures or edit existing ones, you can do that easily as well by just repeating the above steps. This makes creating and editing your Gmail signature a straightforward task. 

How to Add a Gmail Signature on Mobile?

You can even set your signature using an Android or iOS device. Let’s take a look at the steps. 

  • Open the Gmail app menu.
  • Go to Settings, then select your Gmail account, and click on Mobile Signature.
  • Add your details and click “OK.”

 Your professional signature is ready to be used automatically on your mobile device.

Gmail Signature: Do’s and Don’ts

Do’s Don’ts
Add your first and last name Images or quotes that are not related to your service or product
Job/academic title Weird, strange, or difficult-to-read fonts
A professional photo of you Inactive or poorly maintained social accounts.
Logo of your company Confusing unusual job titles
Business phone number Long and complex text
Links to your professional social media profiles Add broken links
A link to your website
Call-to-action button

5 Easy Gmail Signature Templates

Many Gmail signature templates are available depending on your requirements and profession. Here, we have curated a list of 5 templates that will help you get inspired to create unique and professional Gmail signatures. These templates vary based on the industry and the objective of the email.

1. Basic Gmail Signature

A basic email signature usually consists of the following:

  • Your full name
  • Contact details
  • Job designation
  • Company name
  • Website links
  • Images or company logo
  • Social media buttons
  • Call-to-action

2. eCommerce Gmail Template

An eCommerce email signature template is a pre-built email that you can customize and use for your email marketing campaigns. You can use email signature templates to promote your business. Besides your name, designation, company, and contact details, they also contain: 

  • Call-to-action button
  • A discount code
  • A vibrant image
  • Best-selling items
  • The most popular items
  • New in-stock items
  • The most trending items. 

3. For Lawyers

A lawyer’s email signature template should convey a professional image. It can also contain a legal disclaimer. It should include:

  • Contact details
  • A photograph
  • Office address
  • Professional details
  • Qualification and expertise (such as LLB, SSC, etc.)
  • Social media icons
  • A call-to-action
  • Calendar link
  • Legal and ethical requirements for communication transparency

4. For Doctors

If you’re a doctor or medical professional, your email signature should include the following things:

  • Full name
  • Job Title
  • Qualification
  • The name of your clinic or center
  • Hospital’s logo
  • Contact details
  • Emergency phone number
  • Email address
  • Link to book an appointment

5. For CEOs and Executives

The CEO and executives' email signature templates need to include the following things:

  • Full name
  • Job title
  • Contact details
  • Company details
  • Corporate logo
  • Professional photo
  • Social media handles
  • Call-to-action (CTA)
  • Calendar link

5 Creative Ideas to Make Your Email Stand Out

Sometimes, less is more. A minimalist design with ample white space can make your signature look sleek and modern. You should also include only the essential and relevant elements. Furthermore, the signature's formatting should also be appropriate and configured for different platforms. Let’s discuss 5 creative ideas to make your Gmail signature stand out:

1. Experiment with Colors

Experiment with vibrant, eye-catching colors for your signature elements. Instead of traditional hues, you can use electric shades for social media icons. For instance, use electric blue for your Facebook logo, neon pink for Instagram, and bold green for other icons.

Strategically using one or two accent colors throughout your signature can create a cohesive, visually appealing design.

2. Creative Images, Icons, and A Logo

If you are using your brand colors but still want to experiment, exploring different icon styles could be a suitable way. Furthermore, consider incorporating a creative, on-brand image or graphic element instead of a traditional headshot or company logo. It could be an illustration, a pattern, or even a relevant product shot. Just ensure the image is high-quality, sized appropriately, and complements the overall signature design. 

3. Call-to-Action

Regardless of the purpose of your Gmail signature, a CTA button is an important tool in your arsenal. It subtly hints to your leads about the action you want them to take. You can include a button to your eCommerce platform, your portfolios, your website, or your previous client review page with a concise and brief phrase. 

4. Creative Font Styling

Experiment with font styles to make your signature visually appealing. For example, you could use a handwritten or calligraphic font for your name while keeping the rest in a clean, legible typeface. Additionally, experiment with different font formats, such as bold and italics, to create contrast. 

However, keep in mind that your font should be easy to read and accessible across all platforms. Certain devices with screen readers and accessibility features might not display some fonts accurately. Also, don’t forget to include alt text for your signature.

5. Reflect Your Brand

Your signature must complement your brand tone and image. If you are an artist, you can take more liberty and add unique and creative touches to your signature. However, if you are a professional, use minimalist elements for a clean and sleek look.  

Wrapping Up

An email signature isn’t just a sign-off; it’s a powerful branding and marketing tool. It gives a professional touch to all the emails you send, reply to, or forward. It also provides all the necessary information that a recipient needs at a glance, such as contact details, website links, products, and service information. 

However, if you need more customization than the Gmail signature allows, Neo could be a suitable option. Neo is an all-in-one email hosting platform and offers lots of templates and options to create your signature. Its Signature Designer allows you to strike the right balance between simplicity and creativity easily. So, register with Neo today and elevate your signature to the next level. 

Frequently Asked Questions

1. Can you create multiple Gmail signatures?

Yes, you can create multiple Gmail signatures. Click “Create New” under the Signature panel in Gmail settings to add a new signature to your list. Choose the appropriate signature for each email based on its relevance.

2. What should I include in my Gmail signature?

Your Gmail signature should include the following:

  • Your name
  • Relevant professional or academic titles
  • Social media icons
  • Website links
  • Product images
  • A headshot
  • Phone number and address

Essentially, the signature can include any bite-sized but informative elements that allow recipients to learn more about you or contact you.   

3. How do I make my Gmail signature look good?

To make your Gmail signature look good, you should consider the following tips:

  • Personalize it by adding images.
  • Different font styles
  • Relevant hyperlinks
  • Use appropriate colors.
  • Incorporate relevant logos and images
  • Add a CTA button.

4. Is Neo a good alternative to Gmail for creating email signatures?

Yes, Neo’s Signature Designer offers different templates catering to business needs. You can include contact information, website links, professional photos and logos, and social buttons to showcase your brand.

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