Melanie has a BS in physical science and is in grad school for analytics and modeling. She also runs a YouTube channel: The Curious Coder.
Having an email signature is a great way to not only make your emails look professional but give your recipients the opportunity to learn more about what you do. In addition, your signature may contain a funny quip to personalize the "feel" of your outgoing messages and even offer alternative ways to contact you.
In this tutorial, I will be showing you how to set up an email signature in Gmail. Let's get started!
Are you able to get an email signature?
If your email address ends in gmail.com, you will be able to easily set up a signature. However, if your email account is through an organization that uses Gmail, your admin must have signatures enabled within the organization's admin panel for you to have a signature.
If the options in the following steps aren't available on your account, speak with your Google account manager to get everything set up.
How to add a signature in Gmail
Adding a signature to your Gmail account
First, make sure you're logged into your Gmail account. Once logged in, click the gear icon at the top to access the Gmail Settings dropdown menu.
Once in the Settings dropdown, click "See all settings" at the top. Here you will be able to access all the settings that are available for Gmail.
By default, you should be in the General tab. Page down to the Signature area near the bottom. This is where we will be creating your new signature.
Click "create new" to get started making your very first signature. A box will pop up asking you if you would like to name your signature.
Try to name your signature something descriptive. If it's a professional signature, you could name it after your job title. If it's a funny signature, you could name it "funny."
The reason behind naming your signature is that Gmail allows you to have multiple signatures. When you write an email, you can select which signature you can append at the end of your message.
For the purposes of this tutorial, I will create a quick, light-hearted signature called "funny signature." If you would like to do the same, I have a listing of various funny signatures you can select from. I'll go ahead and name this "funny signature" as shown in the image below. After naming your signature, click "Create."
Email Signature Ideas
- Funny Email Signatures & Sign-Offs
Why not finish up an email with a funny signature? Try one of these humorous, witty signatures for the perfect sign-off on your outgoing messages! "After all is said and done, more is said than done."
Once you name your signature, a text box will appear to the right. This is where you can type in and design your signature. You can add images here, highlight sections, create links, and everything else you might wish to do to make a signature that stands out.
Now type in whatever you would like your signature to be. Since I've named mine "funny signature", I'll choose something that might get a chuckle out of the recipient.
You can create multiple signatures by repeating the above steps. Perhaps you'll want a casual signature and a professional one. I'll show you how to switch between the two later in this tutorial.
Setting a default signature
Once you've decided what your signature will be, you may wish to set it as a default to send.
Below the field for creating a new signature, there is an area where you can set your default signature (you can always override your default while you're writing an email which I will show you later.) Select a default signature. If you have multiple signatures, it's a good idea to set your more professional signature as your default as you can't go wrong by accidentally being too formal.
Scroll down to the very bottom of the page and click "Save Changes."
How to use your signature
If you've set a signature as a default, it will show up at the bottom of every email you write. If you would like to trade out the signature for something else, perhaps when emailing a friend instead of a colleague, click the pen icon at the bottom of the screen to select a different signature.
If you didn't select a default signature at all, then you will need to select a signature by clicking the pen icon each time you write an email to append a signature.
With the wide variety of features, Google provides you in Gmail, creating an email signature can seem intimidating but you've found this guide helpful. If you have any questions, please ask in the comments below and I would be happy to help.
This article is accurate and true to the best of the author’s knowledge. Content is for informational or entertainment purposes only and does not substitute for personal counsel or professional advice in business, financial, legal, or technical matters.
© 2021 Melanie Palen
Peggy Woods from Houston, Texas on January 08, 2021:
I pinned this to my "Do You Know This?" file. I have always wondered how to do this, so thanks for the tutorial.
MG Singh emge from Singapore on January 07, 2021:
This is a wonderful and informative article. I have to covered the topic exhaustively