Email Signature Installation Guide

Most used clients

Checked against each vendor's current documentation, with a shortcut straight into their signature settings.

• 📧

  Gmail

  Verified 2026-09

  Where to click

  1. 1Settings›
  2. 2See all settings›
  3. 3General›
  4. 4Signature

  1. 1Open Gmail and click the gear icon (Settings) in the top right
  2. 2Click "See all settings"
  3. 3Under "General", scroll down to the "Signature" section
  4. 4Click "Create new", then paste or type your signature
  5. 5Tick the boxes for new emails and/or replies
  6. 6Click "Save Changes" at the bottom of the page

  Watch out

  • • Gmail allows up to 10,000 characters, and images count toward that limit.
  • • Gmail blocks images that are not publicly hosted, so use an image URL rather than a local file.

  

  

  Open Gmail signature settingsBack to your signature
• 📧

  Outlook on the web

  Verified 2026-09

  Where to click

  1. 1Settings›
  2. 2Options›
  3. 3Mail›
  4. 4Layout›
  5. 5Email signature

  1. 1Open Outlook on the web and click the gear icon (Settings) in the top right
  2. 2Select "Options", then choose "Mail" in the left pane
  3. 3Under "Layout", choose "Email signature"
  4. 4Type your signature in the text box, or insert an image
  5. 5Tick "Automatically include my signature on new messages", and the replies/forward box as well if you want it there too
  6. 6Click "Save"

  Watch out

  • • Two separate check boxes control new messages versus replies and forwards - tick both if you want the signature everywhere.
  • • If your menu shows "Compose and reply" instead, you are on classic Outlook on the web.

  Open Outlook web settingsBack to your signature
• 💼

  Outlook 2019/2021

  Verified 2026-09

  Where to click

  1. 1File›
  2. 2Options›
  3. 3Mail›
  4. 4Signatures

  1. 1Open Outlook and select the "File" tab
  2. 2Choose "Options", then "Mail"
  3. 3Select "Signatures..."
  4. 4Click "New..." and give your signature a name
  5. 5Build your signature in the editor on the right
  6. 6Choose which email account it applies to, then click OK and Save

  Watch out

  • • The signature editor is a full HTML designer, so you can paste rich markup and style it inline.
  • • Choose "Keep in plain text" under File > Options > Mail if recipients see garbled formatting.

  Back to your signature
• ✉️

  Apple Mail

  Verified 2026-09

  Where to click

  1. 1Mail›
  2. 2Settings›
  3. 3Signatures

  1. 1Choose "Mail > Settings" from the menu bar
  2. 2Select the "Signatures" tab
  3. 3Click an email account in the left column, or "All Signatures"
  4. 4Click the "+" button to create a new signature
  5. 5Type or paste your signature in the right column
  6. 6Set "Choose Signature" to the one you just created, then close the window

  Watch out

  • • Apple Mail saves automatically - there is no Save button.
  • • If you create a signature while "All Signatures" is selected, drag it onto an account before it can be used.
  • • Turn off "Always match my default message font" if your signature relies on a specific typeface.

  Back to your signature