Gmail / Google (Web Browser)

1) Open Gmail Settings

• Go to Gmail

• Click the gear icon (Settings) in the top right

• Click See all settings

2) Add Your Signature

• Stay on the General tab (it opens there by default)

• Scroll down to Signature

• Click Create new

• Name it (example: Default Signature) and click Create

• In the big box, paste/type your signature

Tips inside the signature box:

• Use the toolbar to format (bold, font size, links)

• To add a logo: click the image icon → upload/select image

• To make a logo clickable: click the image once → click the link icon → paste the URL

3) Set Defaults (So It Automatically Shows Up)

• In Signature defaults, set:

  • FOR NEW EMAILS USE: your signature name

  • ON REPLY/FORWARD USE: your signature name (or “No signature” if you prefer)

• Optional: check Insert signature before quoted text (many people prefer this for replies)

4) Save

• Scroll all the way down and click Save Changes

B) Google Workspace / Gmail App (Mobile) — Optional

(Only if you need it on your phone; mobile signatures are separate.)

• Open the Gmail app

• Tap Menu (☰) → scroll down → Settings

• Tap the email account you want

• Tap Mobile signature

• Turn it on (if needed), paste your signature → OK/Save

C) Outlook — Windows “New Outlook” (and Outlook on the Web)

(These steps work for Outlook.com and most Microsoft 365 web mailboxes.)

• Open Outlook (new Outlook app) or go to Outlook on the web

• Click the gear icon (Settings)

• Search for signature or go to Mail → Compose and reply

• Under Email signature, click New signature (or + New) and name it

• Paste/type your signature in the editor

Set defaults:

• For new messages: choose your signature

• For replies/forwards: choose your signature (or none)

• Click Save

D) Outlook — “Classic Outlook” for Windows (Desktop App)

• Open Outlook (classic)

• Click File → Options

• Click Mail

• Click Signatures…

• Click New, name it, click OK

• Paste/type your signature in the edit box

Under “Choose default signature,” pick:

• New messages: your signature

• Replies/forwards: your signature (or none)

• Click OK, then OK again

Logo tip (classic Outlook):

• If pasting a signature with a logo behaves weirdly, insert it using Insert Picture in the signature editor, then size it, then add hyperlinks

E) Outlook — Mac (Desktop App)

• Open Outlook

• Click Outlook (top menu) → Settings

• Click Signatures

• Click + to add a signature and name it

• Paste/type your signature

Set defaults:

• Set the default signature for that account (new messages / replies)

• Close settings (it saves automatically, or click save if shown)

Quick Troubleshooting (Common Issues)

• Signature not showing on new emails:
  Defaults weren’t set (go back and select it for “new messages”)

• Logo too big:
  Click image and resize (keep it small—usually ~120–200px wide)

• Spacing looks off in Outlook:
  Use simple formatting, avoid extra blank lines, and consider using a small 1-row table layout (logo on left, text on right) created in the signature editor