Email signature guides
Short, practical guides for getting signatures right in every inbox.
- Gmail app signature on Android and iPhone: setup stepsSet the mobile signature in the Gmail app on Android or iPhone, see what new messages use when it is empty, and test what the phone actually sends.
- Email Signature Management for Microsoft 365, ComparedTwo admin-level ways to set one email signature for everyone on Microsoft 365: an Exchange transport rule or an admin-deployed Outlook add-in.
- Apple Mail signature logo on Mac: add it, fix attachmentsAdd a logo to an Apple Mail signature on a Mac by dragging the image into Mail settings. Fix logos that arrive as attachments or show as broken boxes.
- Gmail signature hidden behind three dots: how to show itWhy a Gmail signature can disappear behind "..." in a reply, how to click Show trimmed content, and how to keep your contact details visible in long threads.
- Email signature logo not showing for recipients: fixesRecipients often block your logo until they allow images. Here is what Outlook, Gmail and Apple Mail do, and how to design a signature that reads without them.
- Different Gmail signature for each alias: step by stepGive each Gmail alias its own signature. Add the address under Send mail as, pick it in the signature drop-down, then test each one.
- Email signature logo disappears in dark mode? How to fix itWhy a transparent logo vanishes in dark mode, what Microsoft documents, what vendor tests show, and how to check your signature before you send it.
- Email signature link flagged as phishing in Microsoft 365Defender quarantines emails with a signature link as high-confidence phishing. Why Safe Senders fail, how to submit a false positive and what to check.
- Blurry logo in Outlook signature? Fix size and compressionWhy a logo in your Outlook signature looks soft, how to export it at the right size, and how to turn off image compression in classic Outlook for Windows.
- Outlook signature not syncing to Outlook on the web? Fix itOutlook signature missing on the web or gone from desktop? Why the two lists differ, Microsoft's registry fix, and what roaming signatures cover.
- Google Workspace email signature for all users: 3 optionsGoogle’s built-in footer adds one text block to everyone. Per-person signatures need the Gmail API. Setup steps, limits and troubleshooting.
- Outlook signature table borders after 2512: the fixOutlook signature table shows borders after the 2512 update? Microsoft’s fixed known issue, the restart step and the OneNote workaround.
- Outlook signature “linked image cannot be displayed”: fixOutlook signature logo shows “linked image cannot be displayed” after sending? Microsoft’s known bug in classic Outlook, the fixed builds, and how to check.
- Why your Outlook signature link is blue and underlinedStop Outlook from turning typed web addresses into links, remove a link you do not want, and see why Outlook for Mac can turn a signature link blue again.
- How to add a signature in Fastmail, including an imageAdd a Fastmail signature under My email addresses, insert an image hosted online and under 320 pixels wide, and choose where replies get the signature.
- Fix extra space between lines in an Outlook signatureRemove the gap between signature lines in Outlook: set paragraph spacing to zero in classic Outlook, what new Outlook allows, and a Shift+Enter workaround.
- Proton Mail signature: how to add, format and fix itAdd a signature in Proton Mail on the web, format it, fix images recipients cannot see, and remove the default mobile sign-off.
- How to change the default font and signature font in OutlookChange the default font for new messages and replies in Outlook, then set the signature font in its editor. Steps for classic Outlook, new Outlook and the web.
- Outlook signature image disappears in plain text repliesOutlook signature images vanish in replies when the reply is plain text, which cannot hold pictures. Here is how to switch to HTML and stop it recurring.
- How to add alt text to a signature image in OutlookSet alt text on the logo in your Outlook signature, know when an icon should be marked decorative, and check the result before you send.
- How to add a signature in Zoho Mail and fix common problemsCreate a Zoho Mail signature, link it to your From address, include it in replies, and fix missing images, lost formatting and signatures that will not save.
- How to add a signature in Outlook for Mac, new and legacyAdd a signature in Outlook for Mac, make it the default for new messages and replies, and check your app before legacy Outlook for Mac stops in October 2026.
- Add a logo to a Gmail signature (and fix a missing one)Insert a logo into a Gmail signature from a web address, Google Drive or an upload, the sharing rule that hides Drive images, and the sizes Google recommends.
- Remove the “Get Outlook for iOS” signature on your phoneOutlook for iPhone and Android adds a Get Outlook line to every message by default. Clear the Signature field in the app’s Settings to remove it.
- Outlook on the web signature not saving? Check these firstOutlook on the web signature not saving or missing from new emails? Check the two boxes, insert it by hand to test, then the causes Microsoft documents.
- iPhone Mail signature: why logos vanish and what to doiPhone Mail accepts only text in its signature, so a pasted logo often disappears. Set one text signature per account on the phone; add logos in Mail on a Mac.
- Copy an Outlook signature to new Outlook (and Gmail)Classic and new Outlook store signatures separately. Copy yours from classic Outlook, paste it into new Outlook, then check the images before you rely on it.
- Shared mailbox signature missing in Outlook? Two fixesOutlook often skips a shared mailbox signature when you send from your own account. Add the mailbox as an account, or add the signature with a mail flow rule.
- Different email signature for replies in Gmail and OutlookSet one signature for new emails and a shorter one for replies in Gmail and Outlook, and fix the cases where a reply signature lands in the wrong place.
- Set a company-wide email signature in Microsoft 365Add one signature or disclaimer to all outgoing Microsoft 365 email with an Exchange transport rule, fill names from the directory, and stop repeats in replies.
- Apple Mail signature font keeps changing? Fix it in SettingsApple Mail can take a signature’s font from your message settings. Untick one option, rebuild the signature and send a test email.
- Email signature banners that get clicks: a practical guideHow to design, schedule and measure signature banners so they are seen and clicked, without annoying the people you email.
- What to put in an email signature: a practical checklistThe details every professional signature needs, the ones that are optional, and the ones to leave out.
- Arabic email signatures done right: RTL layout, numbers and fontsRight-aligned text is not enough. How to build an Arabic signature that mirrors properly, keeps phone numbers in order and renders in Outlook.
- Email signature size limits: Gmail, Outlook and image sizes explainedGmail caps signatures at 10,000 characters of HTML. Here is what counts, what each email client tolerates and how big your images should be.
- Outlook signature not showing images? Six causes and fixesBroken logos, red crosses and missing headshots in Outlook usually come down to one of six causes. Here is how to find yours.
- How to add a signature in Gmail (and keep the formatting)The exact clicks to add an HTML signature in Gmail, why formatting sometimes disappears, and how to make the mobile app use the same signature.