Create a Professional Email Signature (Outlook, Gmail, Apple Mail)

A good email signature makes you look professional, and makes it easy for people to reach you. This guide shows how to create one in Outlook.com, Gmail, and the Mail app on a Mac, plus what to include and what to leave out.

What makes a good signature?

Short, consistent, and easy to act on.

Name, title, company — Who you are, and who you work for — that’s really all it needs.

One way to reach you — A phone number or a website is enough. Skip three numbers and five social icons.

Skip the giant image — A big photo or banner can get flagged as spam, and looks broken on some devices.

How to create a professional email signature: step by step

Outlook.com

1Outlook.com: Settings → Accounts → Signatures

Open Settings, then Accounts, then Signatures. Type your signature: your name, your business, and how to reach you.

WHAT TO DOCheck both boxes so it’s added to new messages and replies, then click Save.

Create a professional email signature: Outlook.com: Settings → Accounts → Signatures

Gmail

2Gmail: Settings → General → Signature

Open Settings, then General, and scroll to Signature. Type your name, business, and contact info in the box.

WHAT TO DOWant it on replies too? Check Insert signature before quoted text. Then click Save Changes.

Gmail: Settings → General → Signature

Mail on a Mac

3Mac: Mail → Settings → Signatures

Open Mail, then Mail, Settings, Signatures. Click the plus button to add a new signature, then type your name, business, and contact info.

WHAT TO DOAt the bottom, set Choose Signature to your new one, for this account.

Mac: Mail → Settings → Signatures

A few tips

Keep it consistent — Same signature on your phone, your laptop, and the web — so every email looks like you.
Send yourself a test email — Make sure it looks right, and that links actually work, before you trust it.
Avoid giant files — A big logo or photo can bloat every email you send, and some spam filters don’t like it.

Recap: create a professional email signature

Outlook.com: Settings → Accounts → Signatures
Gmail: Settings → General → Signature
Mac Mail: Mail → Settings → Signatures → +
Name, title, company, and one way to reach you — that’s enough

Printable quick guide

Create a Professional Email Signature (1-page quick guide PDF)

Frequently asked questions

What should I put in my email signature?

Your name, your title, and your company are usually enough, plus one easy way to reach you, like a phone number or website. You don’t need multiple numbers or a row of social icons.

Should I include a photo or logo in my signature?

Keep it small if you do. A large image or banner can get flagged as spam, look broken on some email apps, and makes every message you send bigger.

Can I use the same signature on my phone and computer?

Yes, and it’s worth setting up separately on each app (Outlook.com, Gmail, or Mail on a Mac), since signatures aren’t shared automatically between them.

How do I make sure my signature is added automatically?

In Outlook.com and Gmail, check the box to include it on new messages (and on replies, if you want). In Mail on a Mac, set Choose Signature for your account under Mail → Settings → Signatures.

Keep it to your name, title, company, and one way to reach you. Skip the giant photo or banner: it can get flagged as spam, and looks broken on some devices. Want the same signature everywhere, for your whole team? We can set that up for your office.