Having an email signature is a customary way to let others know how to contact you. While you can skip writing a signature on personal emails, people you talk to professionally would expect it to be there.
Email signatures tend to include your name, title, company, email address, phone number, and even company logo.
But the goodness is, there’s no need to create a signature from scratch every time you send an email. All email providers have the option to add your signature once and automatically display it on every email. Sometimes, you might be able to add more than one signature and switch between them depending on the context. Since Gmail dominates the email landscape, let’s see how to edit signature in Gmail and other vital pieces of information you should know.
How to Add a Signature to Gmail
You can add and change email signatures on Gmail at any time by going to gmail.com.
Here’s how to change your Gmail signature:
- Go to mail.google.com and log in.
- Click on the cog wheel > See all settings
- Scroll down until you see “Signature.”
- Click “Create a new.”
- Set a name on your signature > Create
- Write the name and decorate it as needed.
- Use the dropdowns below to choose the defaults for your signature.
How to Change the Email Signature on Your Gmail
If any of the information in your email signature needs to change (for example, you got a promotion! ), it only takes a few clicks to change the email signature Gmail uses.
Here’s how to change signatures in Gmail:
- Visit mail.google.com
- Click on settings.
- Scroll down until you see “Signature.”
- To change the name of your signature, click on the pencil icon.
- Choose the signature and use the text editor to change the text of the signature.
- At the bottom of the page, click “Save Changes.”
How to Add a Picture to Your Gmail Signature
If you can help it, don’t add a picture to your email signature. Emails that have signature images, which are usually company logos, are heavier than they need to be and don’t carry any important information.
Some companies, on the other hand, want their logos added to emails. So if you need to do it, you can also do it through Gmail:
- Go to mail.google.com
- Open settings
- Scroll down until you see “Signature.”
- In the text editor, click the “Insert image” button.
- Drag an image from your Mac and drop it.
Formatting Problems With Email Signatures
You may have seen that some Gmail signatures look nice and professional while others seem strange and don’t fit. How your Gmail signature looks depends on what kind of formatting you use when you make it in the Gmail text editor.
Here are some common problems and what to do about them:
- Text Size. Check that the size of the text in your email signature and in your signature is the same.
- Font. Use the same font for the text in your email and in your signature.
- Not Easy to Read. Separate the words in your signature with dashes, slashes, vertical bars, and underscores.
- Messy. Try to put as little as possible in your email signature. For example, you might not want to include your company’s slogan.
How to Fix Other Formatting Problems in Gmail
Most of the time, not being able to format text is the biggest problem with formatting in Gmail. But how do you fix it?
If you’re having this problem, it’s likely that you’re working in plain text. All you have to do to fix this is turn off plain text. Here’s what you need to do:
- Step 1: Click the “Compose” button to open a new message.
- Step 2: Find “More Options” and click on it.
- Step 3: You should see a checkmark next to Plain Text Mode. Just uncheck that.
- Step 4: That’s it; you’re done.
Two other quick ways to fix formatting problems in Gmail
- Use Ctrl+Shift+V as a shortcut when you want to copy plain text when you paste.
- Use Gmail’s built-in Remove Formatting button, which is at the bottom right of the formatting toolbox.
How to Change an iPhone Email Signature on Gmail
Your signature will look different on your iPhone or Android phone than it does on your regular Gmail account. Here’s how you can change your iPhone signature:
- How to change your desktop signature:
- Click the gear icon at the top right of the screen.
- Click “See all settings” at the top of the sidebar.
- Make sure the “General” tab is open.
- Scroll down until you see “Signature.”
- Click on the “Create New” button.
- In the pop-up window, type a name for your signature, and then click “Create.”
- You should see your name where you signed. Click the pencil to change the name or the trash to get rid of it.
Changing & Adding More Signatures
- In the box on the right, type your full name. You can also change the way it looks by using different fonts and bold and italic text.
- If you click the “Create New” button, you can add more signatures.
- You’ll find “For new emails use” and “On reply/forward use” under “Signature defaults.” Use the drop-down menus to choose which signatures are used for each category.
- You can also check the box next to “Insert signature before quoted text in replies and remove the “—” line that comes before it.”
- Click “Save changes” at the very bottom of the menu.
How to Change the Look of Your Gmail Signature
- Putting an image or company logo in your Gmail signature – You can choose where you want to add your image by moving the cursor to the spot you want. Click “Insert Image” and then choose a picture or logo to upload.
- Change the way your Gmail signature looks – Choose the text that needs to be changed. Go to the WYSIWYG editor and pick the font and signature size. You’ll also be able to change the color of the text and add italics, bold, and underlining from the editor.
- Putting links in your Gmail signature – Choose the text you want to turn into a link and click on it. Use the WYSIWYG editor to choose “Link.” Add the URL you want the text to link to and click “Save.”
With these simple steps, it’s very easy to make and change signatures in Gmail.
Here are some things to keep in mind when making your signature:
- Don’t put in too many details.
- You shouldn’t use too many fonts or colors.
- Keep your pictures simple.
- Use the design hierarchy to lead users to the most important parts of the signature. Check how it looks on mobile, tablet, and desktop before making it live.
- Follow the best practices for your email signature.
How to Change an Android Phone’s Email Signature
If you have an Android phone, the next steps are very similar to what you did with an iPhone.
- Step 1: Pull out your phone and go to the Gmail app.
- Step 2: Click on Menu, and then click on Settings.
- Step 3: If you have more than one Gmail account, choose the one whose signature you want to change.
- Step 4: Choose Mobile Signature from there.
- Step 5: You can now change the words in your mobile signature.
- Step 6: When you’re done making changes, click OK.
Related Articles
- How to Schedule an Email in Gmail, Effectively (Updated)
- How to Save an Image From Google Docs: 5+ Methods (Updated)
- How to Unsend a Message on iMessage: Quick Guide
- How to Change Your Name on TikTok: Best 2023 Practices
- How to Sign a PDF on iPhone 2023: Quick Guide
References
