An email signature automatically appears at the bottom of every message you compose — useful for including your name, job title, phone number, or any information you regularly share with contacts. Here is how to set one up in the most common email applications.

Gmail

  1. Open Gmail in a browser and click the Settings gear > See all settings.
  2. On the General tab, scroll to Signature.
  3. Click Create new, give it a name, and type your signature in the text box.
  4. Use the formatting toolbar to adjust font, size, and add links.
  5. Under Signature defaults, set it to appear on new emails and/or replies.
  6. Scroll down and click Save Changes.

Outlook Desktop (Microsoft 365 / Outlook 2021)

  1. Go to File > Options > Mail.
  2. Click the Signatures button.
  3. Click New, name your signature, and type it in the edit box below.
  4. Under Choose default signature, set which account uses it and whether it appears on New messages and/or Replies/Forwards.
  5. Click OK twice.

You can create multiple signatures and switch between them while composing — click the Signature button in the compose ribbon.

Outlook on the Web (outlook.com)

  1. Go to Settings > View all Outlook settings > Compose and reply.
  2. Type your signature in the Email signature box.
  3. Toggle on Automatically include my signature if desired.
  4. Click Save.

Apple Mail (Mac)

  1. Open Mail > Settings (or Preferences on older macOS).
  2. Click the Signatures tab.
  3. Select the email account in the left column.
  4. Click the + button to add a signature and type your content.
  5. Drag the signature to the account you want it associated with.
  6. Use the Choose Signature dropdown at the bottom to set a default.

For iPhone: go to Settings > Mail > Signature and edit the text there.