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How do I create a professional email signature in Gmail?



How do I create a professional email signature in Gmail?


A good email signature is essential for anyone who uses their personal email account professionally or wants people to recognize them as such. But creating one can be intimidating, especially if you’re using Google's free webmail service (Gmail).

We're here to help you get your email signature just right so that it looks great while also being easy enough for others to use. This article will show you how to do both of those things—with the added bonus of making sure your signature is compatible with other popular mail clients too. Let's jump right in!

Note: If you want to skip over some of the basics of setting up an email signature, check out our beginner's guide to setting up an email signature. It'll walk you through all the basic steps needed to make a strong first impression when sending emails from your primary address.

How do I insert an HTML signature in Gmail?

First off, let's talk about what we mean by "signature." A signature usually refers to any text at the end of an email message that identifies the person writing it. The most common type of modern online signature are written in plaintext format (.txt) which contain only characters and spaces. These types of signatures tend to look terrible on mobile devices because they often don't scale well. As a general rule of thumb, avoid these kinds of signatures whenever possible.

HTML signatures offer much more flexibility than.txt files. They allow users to embed media content, hyperlinks, image backgrounds, etc., giving you complete control over how your signature appears across various platforms. In addition, since they're made of actual code rather than static text, your signatures always display properly regardless of whether recipients have JavaScript enabled or not.

If you'd prefer to stick with plaintext signatures, there are many tools available to help you design beautiful ones. We recommend checking out Canva, Kapwing, MailChimp Signatures, and Constant Contact Signature Maker. Alternatively, you could try designing your own signatures manually. That option requires programming knowledge but offers unlimited customization options compared to premade templates.

The main thing to keep in mind when crafting your custom signature is that its appearance should match the tone and style of your business. For example, if you work in finance, go ahead and include dollar signs everywhere. Similarly, if you run a tech company, feel free to write lengthy paragraphs explaining everything from new product launches to recent acquisitions.

Don't forget to test your signature before sending anything important! Here's how to send yourself an email without signing in.

Does Gmail accept HTML signatures?

Yes, Gmail does support HTML signatures, though they aren't required to read messages sent via your domain. Your recipient won't know the difference between a standard signature vs. one designed in HTML unless you tell them explicitly. You can choose either kind of signature depending on your preferences.

Here's how to enable HTML signatures in Gmail:

Click Create My Account then select Edit next to Settings.

Scroll down until you see Signature & Background Options. Click Show More... under Email Signature Preferences.

Select Text/Html signature.

Enter your desired name, username, bio info, website link, social profile URL(s), phone number, mailing address, and country information.

Toggle Use my background photo to On.

Check Save Changes then click Done.

Repeat these instructions above for each additional user profile associated with your Gmail account.

Once done, open another tab and head back to your inbox. Look towards the bottom of every single incoming message where you might find two small icons labeled + New Message and Add Signature respectively. Hover over them and you'll notice a dropdown menu appear offering three choices: Plain Text, Rich Text, and HTML. Selecting the latter brings up a popout window containing your customized signature.

You can edit your signature even further using elements like lists, bulleted items, tables, embedded images, hyperlinks, comments, attachments, and more. Just remember that the formatting used must adhere to whatever conventions were established in your company's official documentation.

To remove your signature altogether, simply deselect Include signature field in outgoing messages.



How do you add an HTML signature to an email?

There are several ways to craft a proper signature in Gmail. One way is to copy and paste your existing signature into the appropriate box inside the settings pane for each individual user. Another method is to start fresh and build your signature around a template. Either approach works fine, but doing it the second way allows you to customize your signature based on your organization's brand guidelines. You can then share the same signature across multiple profiles without worrying about having duplicate entries.

With that said, once again, it's best practice to tailor your signature specifically for your audience. Don't worry about breaking any rules; just follow the conventions of your workplace instead. Most companies only require minor tweaks after reviewing your final draft.

One last note regarding copying and pasting signatures: please ensure that none of the copied text includes personally identifiable information. Any private details included within the body of your signature may expose you to legal liability if shared publicly.

Can you import a signature into Gmail?

No, unfortunately, you cannot import a prebuilt signature into Gmail. However, there are plenty of services that specialize in turning boring old text signatures into eye-catching designs. Some examples include:

Email Signature Builder

Signable [Broken Link Removed]

Mailchimp [Link Removed]

Constant Contacts [Broken Link Removed]

As mentioned earlier, we highly encourage sticking with premade signatures wherever possible. Not only are they easier to install, they also provide consistency throughout your entire network of accounts. Plus, chances are high that someone else has already created exactly the sort of signature you need.

For starters, take a peek at MailChimp's collection of professional email signatures. There are dozens of different styles to pick from and no shortage of unique templates to suit almost any profession. Even better, MailChimp lets you change colors, fonts, sizes, and spacing freely. Be warned: however, changing certain aspects of the layout might break compatibility with older versions of Outlook.

Speaking of Outlook, did you know that Microsoft provides a pretty decent selection of branded email signatures? When viewed outside of Office 365, these signatures function identically to the ones found in MailChimps' archives. Unfortunately, the free version of Microsoft Office lacks access to the full library of built-in themes. Still, if you absolutely insist on trying something else, the attached video shows how to easily download and apply one of these signatures to the default Windows 10 email client.

Have questions about adding an email signature to Gmail? Feel free to ask us below. Otherwise, happy composing!

Want to make your emails stand out from the crowd? Want people who receive them to know exactly where they came from? Then you need to have a good, informative email signature at the bottom of each message that goes out. It's not difficult to do, but it does require some technical knowledge if you want to be able to customize or add anything more than just basic contact information.

Here are five easy ways to create a great looking email signature for yourself using popular webmail services such as Yahoo! Mail, Google Apps Email (Gmail), Hotmail/Outlook Express, Windows Live Mail, AOL Mail, Apple Mail, etc. We'll also show you how to use these signatures on Mac OS X Mountain Lion 10.8 "Sierra". If you're running older versions of Mac OS X, we've got tips for creating email signatures there too.

Note: This article assumes you already have a working email address setup under one of those accounts. You can skip past the section on setting up your account if so. Also note that since most providers support multiple users per domain, let us assume that all messages sent by you will come through your personal email address unless otherwise specified.

For example, if you go to mail.yahoo.com instead of yahoo.com, then any outgoing messages you send via Yahoo! Mail will appear with your company name as part of the From field. Similarly, any email addresses listed in your Contact menu will get displayed beneath every single incoming message -- provided your provider supports custom fields. If yours doesn't, try adding additional names into your Contacts list.

If you don't see what you need here, consult our complete guide to building better email profiles. But first things first...

How do I create a professional signature in Outlook?

First off, log into your Microsoft Exchange Server mailbox administrator page and click Create Signature. A new window should pop up asking you to choose between signing in locally and online. Select Online Signing because it allows you to sign offline without having to install software onto your computer.

Next, select New Account Type " User ID " Custom Field Name " Signature " Auto Fill Information. The next screen is pretty self explanatory. Just fill everything in except for the URL link. Click Next when done.

Now open Outlook 2007, 2010, 2013, 2016, 2019, 2021, 2022, 2023, 2024, 2025, 2026, 2027, or 28. Go to File & Options & Accounts tab and scroll down until you find the Send/Receive group heading. Highlight the entry titled Personal Document Settings and hit Edit....

A dialog box should appear allowing you to change various settings related to your email signature. Scroll down until you reach the End Of Message textbox. Here you can enter whatever you'd like to display after someone sends you an email message.

After clicking OK, close Outlook and reopen it again. Your newly created signature should now be visible in the To field whenever you type something out. In case it isn't showing up automatically, right-click anywhere within the body of your message and select Quick Parts followed by Insert Text... " EOM. Make sure you pick AutoFormat As You Type before hitting Enter.

The signature may look messy, but keep in mind that you can edit the formatting later if necessary. After typing enough characters, Outlook should process the signature and apply it automatically. Now you can even attach files to certain messages as long as your provider supports attachments.

To remove the default signature that comes along with Outlook, head back over to Options & Accounts and highlight Other Users. Find the user whose signature you wish to delete and uncheck their option labeled Show Default Signature. Hit Apply Changes and enjoy your customized signature.

You can also check other options here such as changing font size, color scheme, whether to include dates or not, which buttons to hide, and much more. Note that you probably won't need to fiddle around with this area very often. Most people only care about inserting a photo, uploading logos, and linking social media sites.

How do I create a professional email signature with logo?

In addition to being useful, signatures can help increase response rates. For instance, if customers recognize a familiar face, they might feel compelled to open an e-commerce order form or reply directly to you rather than forwarding it to another person. Plus, graphics like photos, charts, graphs, and icons give readers a visual cue as to what kind of content awaits inside.

Signature creation tools vary widely depending on the service. Some allow you to upload pictures while others restrict you to text alone. Below we outline how to add a graphic image to your signature across several different webmail clients.

Google Apps Email (Gmail)

Head straight to your profile page. Once logged in, hover over Appearances " Background Image. Choose Upload Photo and browse to wherever you saved your file.

Click Done once finished. That's it! Your image should now be ready to go live immediately. Unfortunately, unlike many similar platforms, you cannot resize your background image. So if you plan on using the same image throughout the year, consider downloading a high resolution version beforehand.

Yahoo! Mail / Hotmail

Go to Profile " Edit Preferences " Page Setup. Under Appearance, click Change Picture. Browse to the location of your desired image and select Open.

Once selected, follow the prompts to proceed. If you run into problems, refer to our troubleshooting guide.

Apple Mail

Open Preferences and navigate to General Tab. Click Change Icon. Navigate to the picture you want to replace the old icon with and double-click it. Confirm the operation has been completed.

Windows Live Mail

Hover over Manage Theme Colors and select Add Color. Pick either Classic or Dark Mode based on preference. Head to Images and locate your preferred image file. Right-click it and select Save Current Version.

Select Yes when prompted to save changes. Close the Properties window and return to your inbox. When you compose a new message, simply drag and drop your logo from its current position near the top left corner of the interface to below the Subject line. If you prefer, you can move the entire bar downwards manually instead.

Can I create my own email signature?

Yes, you certainly can! All you really need is a clean Word document containing nothing but plaintext. Use a program called PlainTextMailer [No Longer Available] to convert your.txt file into a readable format. With it, you can easily export both signed documents and templates.

PlainTextMailer works well with numerous cloud storage solutions including Dropbox, Box, OneDrive, iCloud, S3bucket and Amazon Cloud Drive. You can download the free trial of PlainTextMailer and test drive it out for yourself. Or maybe you're fine using regular Office apps for the job. Either way, follow the steps outlined above for whichever platform you use.

How do I import HTML signature to Gmail?

Assuming you have a functioning email address setup, you can start making your signature today. However, if you want to take advantage of fancy designs, colors, fonts, and themes, you'll need to learn how to integrate third party scripts into your existing code. Fortunately, importing HTML signatures is fairly straightforward.

This method requires knowing two main elements: 1.) How to embed CSS stylesheet codes into your HTML pages and 2.) How to write conditional statements. Let's break it down further.

Embed your external style sheet(s):

Start by opening up your favorite browser. On Chrome, press Ctrl + Shift + C, paste the following lines of code into the Console panel, and hit Enter:

"link rel="stylesheet" href="http://yourdomainnamehere.com/style1.css""

"link rel="stylesheet" href="http://yourdomainnamehere.com/style2.css""

Save your work and refresh the webpage. Both stylesheets should instantly begin loading.

Create your conditional statement:

With your second theme applied, copy and paste these lines of code into the console:

if ($('head').hasClass("theme1")) {

} else {

These lines essentially determine if the header contains class=”theme1″ or “theme2”. Depending upon the outcome, the script executes commands associated with either theme. Paste the following lines in place of the empty ones:

if ($('#logo').length > 0 && $('head').hasClass("theme1") ) {

$('body').prepend('img src="'+baseURL+'/images/logosmall.png"');

else if($('#logo').length >0&& $('head').hasClass("theme2") ){

$('body').append('img src="'+baseURL+'/images/logolarge.jpg");

Execute the final command. Refresh the page and watch your logo swap places according to the results of your conditionals.

You already know that your email signature is the first thing people see when they open your message, so it's important for your online brand presence. You want to make sure your email signatures are consistent across all of your social media accounts as well.

If you work from home, having a clear way to identify yourself professionally will help others recognize who you are without needing more information than what’s in your inbox. If you're just getting started using Gmail or if you need some extra guidance setting up your business email account, we've got you covered. Here's everything you'll need to start creating a professional email signature today.

How do you create a business email signature in Gmail?

To get started, log into your Google Account.

Click More " Settings & privacy " General. This opens up settings for your email address such as spam filters and security options. Scroll down until you find Signing off at the top of the page (or similar wording). Click View next to Send automatic replies with my messages. Then choose Yes, send automatically from the dropdown menu. The confirmation window should pop up asking you to confirm that yes, you really would like to use this feature. Click OK again.

Now click Create Signature under Message header field. A new window pops up where you can customize your signature details. At the bottom of the window there’s a link to Get Started which includes tips about formatting text and adding attachments. To access additional fields, scroll through the tabs above. Each tab has different sections you can fill out. For example, click Edit Header Image to upload one from Dropbox or another cloud service. There’s also a section called Add Logo where you can select a photo uploaded to Picasa or any other image hosted elsewhere you wish to display instead of your actual profile picture. Once you’re done customizing your signature, hit Save Changes.

The final steps involve activating your signature by clicking Activate Signature once you have saved changes. Make sure you don't accidentally deactivate it! It may take 24 hours before your signature goes live.

Once activated, you’ll be able to view your signature whenever anyone sends you mail. Your signature also appears at the end of emails sent to you -- but only when someone else adds your name to their CC line. That means you’d have to manually change it each time you receive an email from someone else.

Note: In order to activate the signature, you must enable two-factor authentication (2FA) for your Google Account. 2FA requires you to verify via SMS every 30 days, unless you sign up for phone verification. Learn why here.

How do I create a professional email signature?

When creating a signature in Gmail, you can include basic information like your full name, job title, website URL, etc., along with contact info. But beyond that, you might consider including something unique to differentiate yourself from everyone else. Maybe you'd like to showcase your portfolio or showcase your favorite pet. Or maybe you simply want to express your personality. Whatever it is, let us walk you through how to design your own signature.

First, head back to your homepage. Then hover over More " Settings & Privacy " General. Under the heading “Signature Block”, click View next to Use automatic reply templates. Select No thanks from the available choices. Next, go to Manage your communications channels. From there, enter your email address and click Continue. On the resulting screen, type Reply All in the Subject Field. Hit Enter and then Type your Name below it. You can now edit your signature block further by adjusting spacing, font size, color scheme, background colors, and more. When satisfied, save changes by selecting File " Download Template.

Next, download the template. Open the file in Notepad or TextEdit and locate the part labeled [SIG] near the beginning of the document. Right-click anywhere inside the square brackets and select Find... and search for "[header_image]" - note that this doesn't always appear exactly where you entered it. By default, the box contains the word Default. Replace it with your preferred filename and press Cmd + S. Now right-click within the square brackets and select Insert Paragraph Markup. Paste the following code replacing [title] with whatever title you prefer:

[substeps] How to format dates and numbers correctly in Microsoft Word.[title] Convert currency symbols. Using the dollar symbol as an abbreviation makes $100 dollars look too long. Instead, replace it with "$" and write 100 dollars. Also, the pound sterling (£) looks much nicer written as £ rather than fl oz. Finally, please switch to writing euros ($€), not cents (c.).[title] Don't forget to capitalize letters properly. Capitalize words like "your", "you're," and "yours." Lower case abbreviations like hr., ft., mm, mn, pm, tm, wknd stand lower case even though most of them aren't technically acronyms. However, "a.", "of.," "to," and "at" are usually written uppercase because they are proper names. And while we're still talking punctuation, remember that exclamation points (!?) are used to convey strong feelings. They shouldn't be included in formal signatures. Quotation marks ("") indicate quotes. Periods (.?). Apostrophes (') denote contractions. Colon colons (::) separate paragraphs. An ampersand (&) denotes a conjunction. Question/exclamation marks (#!) represent hashtags. Asterisks (*) mean emphasis. Underscore (_) signify italics. Stars (*@$*) refer to @ characters. Number signs (#.) refer to numerical lists. Pipe pipes (|) mark horizontal lines. Hash tags (@&^*) can be followed by spaces. Plus (+) and minus (-) symbols represent addition and subtraction respectively. Arrows (->) point forward. Tilde () indicates alternative spellings. Angle bracket ([]) enclose superscripted text. Curly braces {…} around text indicate subscripts. Round parentheses ((())) typically surround quoted phrases. Square brackets [] contain hyperlinks. Ellipses (…) represent ellipsis. Slash (/\\/) separates directories. Vertical bar (\) represents continuation of previous sentence. Dashes (-)—also known as en dashes—are hyphens. Horizontal bars | represent pipe separators. En dash —(–) denotes a negative sign. Em Dash ——— indicates three consecutive em dashes. Endnote 1 refers to footnote number 1. Numbers preceded by plus "+" indicate footnotes. Hyphenation rules differ greatly between languages. Therefore, you should consult a dictionary or Wikipedia for complete information.

Finally, adjust the margins on both sides of the signature area to suit your preference. Head back to your browser and input your desired signature. Check the preview to ensure everything looks good.



How do I add my business to my email signature?

While you can certainly personalize your email signature for fun, sometimes you may want to incorporate your business' branding elements directly into your message itself. Perhaps you want to highlight your expertise with a bulleted list of accomplishments, or perhaps you could include a short paragraph explaining what sets you apart from competitors. Either way, here's how to easily integrate your business into Gmail.

Log into your Gmail account, click More " Accounts and Import " Link Another Email Address. Choose Business Mail from the left sidebar. Input your business' domain name and follow the prompts. Note that you cannot import domains ending in.gov or.edu since those domains require government authorization to register. You should never share your password for your private email account.

Your business will have its own dedicated space in Gmail. Within that space, you can include logos, banners, photos, videos, GIFs, and pretty much anything visual that conveys your brand identity and professionalism. Just keep things clean and relevant. Avoid cluttering your messages with unnecessary or distracting imagery.

A few notes regarding importing content:

Make sure to check the permissions assigned to whoever manages your business email account.

Check your Sent folder after sending outgoing messages from your business email account. Any files added to Sent folders won't sync automatically to your primary Gmail account.

Keep your business email separate from personal correspondence. After logging into your business email account, disable syncing services like calendar events, contacts, and bookmarks. Otherwise, these items will clutter your main inbox.

How do I put my company logo on Gmail?

Including a branded element in your signature isn't necessary if you plan on keeping your personal and professional identities completely separated. But if you want to give your customers a quick glimpse into your world, whether it's during timesheets or annual reports, try our tip below.

We recommend using Google Drive's Files app to attach your company's logo to incoming emails. Simply drag and drop the icon onto your desktop and it will instantly turn blue indicating attachment status. This trick works great for attaching documents containing sensitive material like contracts, agreements, and financial statements.

What if I'm running multiple companies? Can I have a single Gmail address for several businesses?


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
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Extract emails, phones on the page of websites and download it to Excel or CSV.

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