SETTING UP AN EMAIL SIGNATURE IN GOOGLE AND OUTLOOK

SETTING UP AN EMAIL SIGNATURE IN GOOGLE AND OUTLOOK

SETTING UP AN EMAIL SIGNATURE:

Gmail / Google (web browser)

1) Open Gmail settings

  1. Go to Gmail.
  2. Click the gear icon (Settings) in the top right.
  3. Click See all settings.

2) Add your signature

  1. Stay on the General tab (it opens there by default).
  2. Scroll down to Signature.
  3. Click Create new.
  4. Name it (example: Default Signature
    ) and click Create.
  5. 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)

  1. In Signature defaults, set:
    • FOR NEW EMAILS USE:
      your signature name
    • ON REPLY/FORWARD USE:
      your signature name (or “No signature” if you prefer)
  2. Optional: check Insert signature before quoted text (many people prefer this for replies).

4) Save

  1. 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.)

  1. Open the Gmail app.
  2. Tap Menu (☰)
    → scroll down → Settings.
  3. Tap the email account you want.
  4. Tap Mobile signature.
  5. 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.)

  1. Open Outlook (new Outlook app) or go to Outlook on the web.
  2. Click the gear icon (Settings).
  3. Search for signature or go to Mail → Compose and reply.
  4. Under Email signature, click New signature (or + New) and name it.
  5. Paste/type your signature in the editor.
  6. Set defaults:
    • For new messages:
      choose your signature
    • For replies/forwards:
      choose your signature (or none)
  7. Click Save.

D) Outlook — “Classic Outlook” for Windows (desktop app)

  1. Open Outlook (classic).
  2. Click File → Options.
  3. Click Mail.
  4. Click Signatures…
  5. Click New, name it, click OK.
  6. Paste/type your signature in the edit box.
  7. Under Choose default signature, pick:
    • New messages:
      your signature
    • Replies/forwards:
      your signature (or none)
  8. 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)

  1. Open Outlook.
  2. Click Outlook (top menu) → Settings.
  3. Click Signatures.
  4. Click + to add a signature and name it.
  5. Paste/type your signature.
  6. Set the default signature for that account (new messages / replies).
  7. 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.

 

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