The Ultimate Guide to Gmail Signature

Shared Contacts for Gmail

Table of Contents

An email signature is a text, like your contact information or a favourite quote, automatically added at the end of Gmail messages as a footer.

In this article, we will learn how to add signatures to your new emails and replies on Gmail, as well as the roles of administrators in managing the signatures of users. Try the solutions in this article if you’re having problems with your Gmail signature or with images in your signature.

How To Create a Gmail Signature

A signature is a unique identifier for a person. It can be used to verify the identity of an individual, and it is also used to authenticate emails sent by that person. This section will discuss how you can create a Gmail signature using your computer and maximise its use.

Add or Change a Signature

Adding or changing your delegated signature can put up to 10,000 characters. Follow the steps below to learn how to add or change a signature.

  1. Go to Gmail and open it.
  2. Click Settings > See all settings at the top right to see all settings.
  3. Fill in the box with your signature in the “Signature” section. The text style of your message can be changed, or an image can be added if you like.
  4. Click Save Changes at the bottom of the page.

Manage multiple signatures

Different signatures can be used for different emails. For example, you can set a default signature for new emails you compose or reply to. With each email you send, you can choose a different signature. The steps below will guide to learn how to edit and remove your signatures:

Edit signatures

  1. Go to Gmail and open it.
  2. Click Settings > See all settings at the top right to see all settings.
  3. If you want to edit a signature, scroll to “General” and click on it. Scroll down until you see “Signature.”
  4. Changes can be made using the text box. Click Edit to change the signature name.
  5. Click Save Changes at the bottom of the page.

Remove signatures

  1. Go to Gmail and open it.
  2. Click Settings > See all settings at the top right to see all settings.
  3. If you want to edit a signature, scroll to “General” and click on it. Scroll down until you see “Signature.”
  4. Select the signature you want to remove and click “Delete.”
  5. Click Save Changes at the bottom of the page.

Add a signature if you’re using the “Send mail as” feature

You can add a different signature for each address in your account by using the “Send mail as” feature. On the Settings page, use the drop-down menu above the signature text box to select an address. Try these steps if you cannot see the drop-down menu:

  1. Open the Accounts and Import page to access the Accounts and Import settings.
  2. Ensure your addresses are listed in the “Send mail as” section.

Set up Gmail Signatures for your Users

The Gmail signature feature lets you add a personalised signature to your emails, regardless of whether you’re using Gmail for work or school. You can allow your users to add contact information, a company logo, links, and more. Administrators can create a signature that everyone can use.

Role of Administrator

Give everyone a company signature or default footer text

The following methods can be used to add the same signature or message to everyone’s emails:

  • It is possible to set a default signature for everyone. The Gmail API can apply the same signature to everyone’s settings. As soon as users open the compose window, they see the signature. Users can do so if it needs to be updated or replaced.
  • The footer can be added to outgoing messages. A text footer can automatically accompany outgoing mail. You can add text for legal compliance, company promotions, and a standard signature. The message is not visible to users when typing an email.

Let users add images from Drive.

You need to enable settings in the Google Admin console to allow people to add images from Drive to their signatures. The steps below will show you how to do so:

  1. Access the Google Admin console by signing in.
  2. Go to Menu > Apps > Google Workspace > Drive and Docs in the Admin console.
  3. Choose On for Sharing outside your organisation under Sharing settings.
  4. With the link box, users within your organisation can make files and published web content visible to anyone outside your organisation if sharing outside your organisation is allowed.
  5. Click the Save button.

What your users can do

Create signatures with photos, images, logos, and styles

Users can add different text styles, photos, images, logos, and links to make their signature stand out. Here are some helpful tips:

  • If users add a photo or image from Drive, they need to share it publicly to appear in their signature.
  • Users can search for an image, such as your company logo, and then get the image URL.
  • Users can add their images to Google and use that URL.

Troubleshoot issues with Gmail signatures

Here are some solutions for problems with your Gmail signature or images in your signature.

Common signature issues and solutions

  • The signature doesn’t display correctly
  • Extra characters in my signature
  • I can’t format text in my signature
  • Signature hidden by three dots in sent messages

Issues uploading a signature image

If you’re having problems uploading an image to your signature, try these solutions:

  • Clear your browser cache
  • Clear cookies for
  • Allow all cookies for Gmail
  • Change Google Drive sharing permissions for the image
  • Upload the image in a Chrome incognito window
  • Upload the image with a different browser

The signature image is not formatted correctly

If you’re having problems formatting your signature image, try these solutions:

  • Delete then re-upload the signature image
  • Use a different upload method
  • Use a signature image in the recommended size


Utilising the Gmail Signature feature in your emailing campaign allows you to add a custom signature to your emails to make them stand out from others. This makes your emails more memorable and easier to read by customers or other recipients on different platforms like desktop computers, smartphones, and tablets.


What is a good signature for Gmail?

A good email signature should include your name, position/role, company name, link to the company website, email address, logo, and social media icons. More information can be included if you need it, like banner ads, telephone numbers, other websites, emails, and other call-to-action text and buttons.

Why can’t I add a signature to my Gmail?

Go to the Gmail signature settings and make sure the ‘No signature’ option is unchecked. Then check the option below it for your Gmail signature to show up in new emails and replies.

Why is my Gmail signature image showing a question mark?

Typically, when you insert an image from Google Drive in Gmail’s signature, its privacy will automatically change to ‘Anyone can view it. However, at times, that may not happen. That’s why you might see a question mark icon.

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