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How do I manage signatures in Gmail?



How do I manage signatures in Gmail?


Email signatures are the last thing you think about when composing an important message. You might not even know they exist! But with so many choices available and how easy it is to set up a new one, why wouldn't you want to customize yours for maximum impact? Here's everything you need to know about setting up custom signatures in Gmail.

When we talk about "signatures" here, we're referring specifically to those little snippets of text at the bottom of each outgoing mail message. These vary widely from person to person and can include things like name, title, company, phone number, website link, social media profile links...the list goes on. They also differ according to where the recipient will see them — desktop client vs mobile app (for example). In this article, we'll be focusing on Gmail as our primary platform, but most of these tips should apply to other platforms too.

We've covered adding signatures before, but since then Google has added plenty more options and ways to organize them. So if you haven't updated your signature recently, let's check out some of the new features. We'll start off by showing you how to create signatures using just plain old HTML code. Then we'll move onto talking about creating signatures in Gmail itself.

How do I add multiple signatures in Gmail?

If you'd prefer to use Gmail's native tools rather than doing everything manually through CSS, there are now two methods for accomplishing this task. The first method involves putting all your signatures into one big block, which means only one font style applies across all signatures. To use this approach, head over to Settings & General Controls & Signature Options. On the resulting page, click Create New Group. This process creates a group called Custom Signatures. After clicking OK, you'll have several sections: Primary, Secondary, Linked ID, Default, and Additional Signatures. Each section contains a number of fields, such as Name, Email Address, Phone Number, etc. Clicking Add another signature under any section opens up a blank box. Type in whatever you would normally put in your signature, and hit Save Changes once done. Now every time you send emails from within Gmail, you'll get a new signature underneath every field. If you don't already have a lot of signatures, you may find yourself overwhelmed with options. Fortunately, you can easily edit existing ones without deleting them altogether. Just go back to the same settings menu described above, scroll down to whichever signature you want to modify, and make changes accordingly.

You can also choose to separate individual signatures into groups. For instance, say you have three different signatures depending on whether you work during weekdays, weekends, or both. Instead of having three identical blocks, you could instead divide each row between weekday/weekend and choose unique fonts and colors for each subgroup. To do this, simply repeat steps 2-4 until you reach the end of the rows. Once again, save changes after making edits.

Finally, you can opt to keep signatures displayed individually. Head into the aforementioned settings menu and instead of creating additional groups, uncheck the boxes next to Include personalization and Separate Personalized Items. Now whenever someone reads your email, they'll see a single personalized signature beneath their address line.

The second way to accomplish this involves editing your current signature to display certain elements differently based on what day of the week it is. It works pretty much exactly like dividing columns, except it uses conditional formatting. First, open up your current signature in the editor pane (click Edit existing signature), and copy it somewhere safe. Next, switch to the Styles tab and locate the Conditional Formatting Rules panel. There, double-click the rule button next to Monday–Friday. A pop-up window appears containing instructions and variables that determine what gets formatted on each specific day. Select Monday and input = 5 in the Value column. When you press Apply, the format transforms accordingly. Repeat this step for Saturday–Sunday and you'll have created alternating sets of signatures.

This isn't the only feature built into Gmail's signature editor. Check out our guide for details on finding and replacing default templates, changing the background color, hiding signatures, and inserting images and videos.

How do I select different signatures in Gmail?

It doesn't matter whether you opted for one long signature or separated signatures into groups, you still have to deal with the fact that Gmail displays signatures by default. That means anyone who receives an email from your account sees all your signatures together. While it does allow users to sort through signatures quickly, it can be annoying if you have a lot of them. Luckily, you can tweak this behavior so people only see the signatures you actually want them to see.

To adjust what shows up in the Recipient headers, navigate to Settings & Accounts & Import & POP3 Connections. Under Send mail as:, tick Show sender info in recipients' inboxes. You can further specify which signatures show up under various conditions by expanding the Advanced settings dropdown below.

In addition to limiting viewing capabilities, these headers help you maintain privacy. Your clients won't be able to view sensitive data like addresses or passwords, plus they won't be privy to anything outside of your regular signature. Of course, it's entirely up to you whether you feel comfortable sharing this type of information via email.



How do I add multiple names to my email signature?

Gmail allows you to sign up for accounts, aliases, and domains separately. By separating these functions, you can give each user his or her own customized signature. Say you run a business with several employees, but everyone shares the same email address. Having one generic signature makes life difficult when trying to respond to messages with varying degrees of authority. However, you can still provide each employee with personalized signatures. Simply log into your Google Workspace admin console and look for Users and Permissions. Within it, you'll see a list of all active users. Double click on any user to bring up their User properties. Scroll down until you arrive at the Signature header. From there, click Manage Fields and enter a name for the signature. Hit Submit and you'll now receive a response saying Successfully saved [name]. Finally, follow the exact same procedure to assign a signature to each alias and domain you wish to utilize.

Once assigned, you can continue assigning different signature formats based on roles by going to the Security tab inside Users & Permissions. Expand Allowed Actions and select Assign a profile picture, Set password, Change role, or Delete Profile Picture.

How do I change my Gmail email signature?

Changing your signature requires no effort whatsoever. As mentioned earlier, you can either update existing signatures without removing them completely or create new ones. Either way, just visit the settings screen outlined previously and search for the appropriate entry. If you decide to replace your entire signature, note that older versions of Outlook had problems displaying newer signatures. Be sure to try sending emails to friends and colleagues beforehand. Otherwise, they may notice weird quirks while reading your latest correspondence. Similarly, you shouldn't expect to retain compatibility with older devices and services if you alter your signature.

Signature updates are quick and painless thanks to Gmail's simple interface. If you ever encounter issues, there's always the option to remove unwanted elements from your signature.

Email signatures are the first thing you see when you open someone else's message. They can say everything from "I'm too busy to chat right now," to "Thanks for sharing." But how exactly does one go about creating and organizing their own email signature?

It’s not as hard as it sounds. Here’s how to create an effective e-signature using Gmail.

1) How do I organize my email signature?

First things first, decide what goes where. The easiest way to get started is by adding contacts with different functions into various sections of your signature. For example, put family members in one section, colleagues/friends in another, clients in yet another. Then add any personal details such as name, phone number etc., followed by professional details including current position if relevant. If there are multiple people involved in a project, group them together under a heading such as Project Team. Lastly, include any social media accounts (LinkedIn, Facebook, Twitter). This gives recipients an overview of who they will be talking to without having to send through each account separately. You might want to consider putting all this info at the bottom of the page so that it doesn't take up space above your signature.

2) How do I layout my email signature?

There are many ways to lay out your signature but here are some easy tips on making sure it looks good while keeping it simple. Most importantly, keep it short and sweet. Long ones tend to turn off readers. Don’t overdo fancy fonts, colors or graphics unless your intended audience prefers those kinds of emails. Your signature should also reflect who you really are — if it’s overly corporate, try to tone down its appearance. A great tip is to use a sans serif font because it appears less formal than other types of writing. Also don’t forget to proofread!

3) What order should an email signature look like?

Your best bet is to start with your full address at the top left of the screen. It’s important to have consistent formatting across pages. After that comes your name and title. Below that, list your company name along with your job description. Next, follow by links to your website(s), blog, social channels and anything else you may wish to share. Lastly, come your picture and bio. Remember, always make sure these last items appear below your contact info.

4) Can Google admin change email signatures?

Yes, absolutely! Click Settings & General Controls then click Manage Signatures. From here, you can customize your signature however you'd like. To remove yours entirely, select Delete Signature instead.

5) Is it okay to copy others' signatures?

Absolutely yes. Just remember to credit anyone whose work you've used.

6) Should I sign my messages with two parts?

You can either write both your name and initials next to your message or just your initial. Whichever suits better for you.

7) Do I need to attach a file?

No. However, you can choose to include attachments via File Uploader which allows users to drag files onto the compose window.

8) When signing a document, do I need to fill in the recipient’s email address manually?

If you're sending something directly to someone, the system usually fills your address automatically. Otherwise, type the address yourself. In general, though, it's more professional to leave it blank. Recipients won’t expect you to know their addresses anyway.

9) Where do I find templates for signatures in Gmail?

Google has several handy options available. First, scroll down to the very end of your inbox and find Create new mail…. There you'll find numerous template suggestions that you can edit to fit your needs. Or you can search for “email signature” in the More menu bar.

10) Does changing my signature affect my existing subscriptions?

Nope. Changing your signature only affects future correspondence—that means any newsletters, promotional offers and other marketing materials you receive. Existing subscriptions aren't affected.

11) My default image upload settings aren’t working anymore. Why?

This happens sometimes when you upgrade your operating system. Try logging back into Gmail after updating and check again. If nothing works, head to Settings > Forwarding and POP / IMAP. Now set your preferred signature format.

12) How do I delete an old signature?

Just hover over the dropdown arrow beside Edit next to your profile photo and hit Remove.

13) Is it possible to link my LinkedIn account to Gmail?

Unfortunately no. At least not yet. We hope it never becomes necessary since we love linking our favorite apps.

14) Are there limits to how much I can customize my signature?

Gmail says you can limit customizations to 100 characters per line or 1MB total size. That said, most companies allow even more character length.

15) How do I save my customized signature?

Click Save draft once you’re finished editing. Alternatively, you could download your signature before saving by clicking Download Draft....

16) What is HTML code?

HTML stands for Hypertext Markup Language. Code within HTML is called tags. These tell computers what to display or how to arrange itself. Examples of tags include p, li, h1, table etc.

17) Will switching between languages cause problems with my signature?

Not necessarily. As long as you don’t use special characters, switching between languages shouldn’t interfere with your signature.

18) Where can I learn more about Gmail's tagging feature?

Here's a helpful guide explaining how tagging works.

19) Can I hide certain words or phrases in my signature?

Sure. Hover over the word you would like hidden and press Ctrl+Shift+C to toggle it. Repeat until done.

20) How often should I update my signature?

At least every few months.

21) How do I switch between standard and compact views in Gmail?

Simply click the small icon in the upper right corner of your browser. Select Compact View. Once switched, click the icon again to return to normal view.

22) How do I stop images from appearing in signatures?

Go to Settings > Forwarding and POP / IMAP and disable Images.

23) Does deleting my signature mean I lose access to previous emails sent with it?

No. Emails still exist on Gmail servers. They simply become inactive upon deletion.

24) How do I preview my signature?

Hover over the three horizontal dots near the Send button and select Preview. This displays your signature in a pop-out box for quick review.

25) How do I export my email signature?

Right-click on your signature in the body of an email and select Copy Email Address. Hit Paste Email Address at the lower portion of the resulting popup window. Go to Tools " Script editor and paste this script inside the editor window. Name this whatever you’d prefer. Make sure to give it executable permissions. Finally, click Run to run the script. Choose Yes when prompted to accept the terms of service. Close the editor, refresh Gmail and voila!

26) How do I print my email signature?

Printing your signature isn't difficult either. Right-click on your signature, select Print and choose Page Setup. Under Header Options, enable Include header field and enter desired fields. Keep in mind that printing your entire signature takes longer than usual due to the large amount of data included. So if you plan on doing this regularly, it's worth investing in a printer with larger margins.

27) How do I embed my signature into WordPress posts?

WordPress makes it incredibly convenient to embed content from external sources. Simply highlight the area containing your signature, click the ellipsis icon and select Embed. Enter the URL of your choice and click Publish. Easy peasy!

28) How do I embed my signature into a PDF document?

PDF documents offer greater flexibility, allowing you to resize elements and move around freely, unlike Excel spreadsheets. Head to Insert - Object - Textbox and pick whichever option appears most appropriate.

29) How do I embed my signature into Microsoft Word docs?

Microsoft Office applications provide similar functionality. Open up a DOCX file, navigate to the spot containing your signature and hit Alt + F11. This opens up an embedded object panel, enabling you to resize and reposition elements however you please.

30) I’m trying to figure out why my signature keeps disappearing. Any ideas?

Check to ensure your computer has updated drivers. Sometimes older versions of Windows remove outdated security certificates. Additionally, you can clear cookies from your browser cache, disable scripts and plugins, adjust privacy settings and clean temporary internet files.

31) How do I remove extra spacing between paragraphs?

Select All Characters. Highlight the paragraph you’d like to merge and click Shift Up Arrow. Refine your selection by holding Down Shift and selecting additional lines you’d like to merge. Click Ok.

32) Is it possible to block specific IP addresses from viewing my email signature?

Yes. Unfortunately, Gmail's spam filters prevent us from providing exact instructions. Instead, refer to this article detailing how to restrict annoying email providers from seeing your online activities.

If you're an avid user of Gmail — and let's face it, who isn't these days — then chances are high you've also encountered the problem of managing signatures. If not, well, what kind of Internet citizen are you?! In this article we'll explore how to add custom signatures in Gmail accounts, whether for personal use or business.

Customizing your own signature on emails you send is easy enough if you know where to look. The process involves adding some simple HTML code (and maybe even uploading a photo) into one of several designated areas within Gmail. Here's how to get started.

How do I change my signature in Gmail admin?

The first step when setting up your own email signature is choosing which account(s) will be affected by the new signature. This can range from just yourself, all those people using the same domain as yours, or everyone with similar titles.

Once you have selected the group, click Edit next to "Signature". You may need to enter your password before continuing. Now select either Text field ("Name", "Address") depending upon your desired signature type. For example, if you want to include only your name and title, choose Name. But if you'd prefer to show your full address, go with Address instead. Once done, hit Save Changes at the bottom right corner of the screen.

You should see a box pop up saying something along the lines of “"You saved changes successfully." Click OK to confirm.

Now check out the options below. Depending on the size of your company, the number of employees you employ and other factors, there are two different signature fields available.

For small companies with fewer than 50 users, it's likely only one signature field appears. It's labeled Signature 1. When more than one person works at larger organizations, they might each have their own separate field labeled Signature 2, 3, etc., depending on the amount of administrative staff employed.

In both cases, though, whichever option you pick, you'll find yourself presented with a dropdown menu offering a list of pre-made templates. These come in three types: One that matches your current job description, another containing basic info about your organization, and lastly, a section called Other People.

This third category contains templates that apply to anyone outside of your immediate office hierarchy. So, if you work alone, for instance, but still take part in organizational meetings via conference call, you can simply scroll down through the list until you reach someone whose profile falls under Other People.

Then, simply replace any placeholder text contained therein with your own details. There's no reason why you shouldn't make use of this feature to create a personalized signature!

How do I edit my Google email signature?

Click the pencil icon located above the template dropdown menu. Then, delete anything already inside the boxes provided by default. We recommend keeping the default space blank so that you don't accidentally alter the formatting of the existing text. Instead, write whatever you wish directly onto the page.

To customize a specific attribute such as background color, hover over an individual item listed beneath the main heading. A popup window will appear displaying additional editing tools. Again, we suggest replacing any default placeholder texts with your own words.

When finished, press Enter to save your edits. And remember to always keep tabs open while making adjustments to ensure everything stays properly formatted.

Can a Google Admin delegate email?

Yes, you can assign a certain task to a member of the administration team and instruct them to handle emails sent to your entire mailing list. To begin, navigate back to Settings > General tab > Manage Accounts. Find the relevant entry under Email Addresses and click Edit. Beneath Delegated Administration, locate the person's email address and input their role. From here, hit Save Changes.

Your admin has now been delegated responsibility for processing emails sent to your mailing list. Any correspondence addressed specifically to you would continue to fall under your purview. However, all others will be directed to whomever was assigned to handle your account. They must follow your instructions exactly without deviation. Otherwise, if detected, an administrator could potentially lose their position due to negligence.

Remember, you can only give a single employee permission to act on your behalf in this manner. Should you require additional help with email management, consider upgrading to a premium plan. With Google Apps Premier Edition, you can easily share responsibilities between members of your team.

How do I set up multiple signatures in Gmail?

Setting up multiple signatures is easier said than done. First off, you cannot switch between multiple signatures using Gmail itself. Rather, you must log into your account on the web portal and manually adjust settings accordingly. That being said, it is possible to toggle between signatures using extensions designed to simplify the process. Two popular apps worth considering are Hello Signatures and Mailchimp Tools.

Hello Signatures allows users to quickly add customizable signatures to every email message they compose. Simply install the app onto Chrome or Firefox, sign in, and enable its features. Afterward, whenever you receive an important correspondence, simply highlight a portion of the body text and click the extension's corresponding button. Your chosen snippet will instantly become inserted into the email.

Mailchimp Tools offers a slightly different approach to switching signatures. Basically, you can choose to display one signature per incoming mailer, regardless of the recipient. Users can also opt to disable signatures altogether. All of which can be customized according to their preferences.

So, whether you run an official company newsletter or simply want to inform colleagues of upcoming events, having access to various signatures makes things much simpler.

And speaking of newsletters...

While you can certainly bypass Gmail's native way of creating signatures entirely, doing so presents numerous challenges. Firstly, you risk losing control of your brand image. Secondly, you won't be able to monitor responses regarding feedback surveys or questions posed in general discussions. Lastly, you probably wouldn't feel comfortable sending out newsletters on your company's official domain.

Instead, try looking elsewhere to produce professional newsletters. Try sites like Constant Contact or Vertical Response. Both offer plenty of customization options and attractive layouts. Plus, you can leverage the expertise of experts to design engaging newsletters that boost reader engagement. By doing so, you retain complete editorial control over content and branding, plus allow readers to respond to messages as they please.

Ultimately, the choice is ultimately yours. As long as you understand the pros and cons associated with each method, you should be fine finding the best solution for your particular needs.


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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The perfect product to generate high quality leads from B2B to B2C.

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

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