How to create an email signature
An email signature is the block of text that appears at the bottom of every message. It might include your name, job title, phone number and business name. A tidy signature looks professional and helps people contact you.
Menu wording may differ between versions, so use the closest option.
Decide what to include
Keep it short, ideally four or five lines.
- Your name
- Your role or business
- One phone number
- Website, if you have one
Skip long legal notices, big images and quotes unless you need them. Large pictures can make your email look like spam and can slow things down.
Outlook for Windows
- Click File then Options then Mail.
- Click Signatures.
- Click New, give the signature a name, and type your details in the box.
- Choose which signature to use for New messages and for Replies/forwards.
- Click OK.
Outlook on the web and the new Outlook
Look in Settings for Compose and reply (or search settings for Signature). Type your details, choose when it is used, and click Save.
Gmail
- Click the cog icon and choose See all settings.
- Scroll to Signature and click Create new.
- Type your signature and set when to use it.
- Scroll down and click Save Changes.
On a phone
Mail apps usually have a signature option in their settings. Phone signatures are often separate from the one on your computer. The default may say "Sent from my phone", which you can change.
Pictures and links
If you add a logo, keep it small. If you add links, check that they work. Do not put your home address or personal details in a signature you use for work.
When to get more help
Contact us if your business needs matching signatures for several people, if the signature looks different on other people's screens, or if it keeps disappearing.