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How to add an email signature in every email app

A table of where the signature setting lives in Gmail, Outlook, Apple Mail, Yahoo, Thunderbird and more, plus the steps that are the same everywhere.
The Sendoff team4 min read

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Every email app keeps its signature in a different place, and most of them keep a separate one on your phone. The table below gives the menu path for each app. Gmail, Outlook, Apple Mail, Thunderbird, Yahoo, Zoho and Proton accept a designed signature on the computer. The Gmail app, iPhone Mail and iCloud Mail on the web are meant for plain text.

Where to find the signature setting

App Where the signature lives Accepts a designed signature?
Gmail (web) Settings (gear) > See all settings > General > Signature Yes, paste it
Gmail app (Android, iPhone) Settings > your account > mobile signature Text only
New Outlook and Outlook on the web Settings > Accounts > Signatures Yes, paste it
Classic Outlook (Windows) Message > Signature > Signatures, or File > Options > Mail > Signatures Yes, paste it
Outlook for Mac Outlook > Settings > Mail > Signatures (legacy: Email) Yes, paste it
Outlook app (iPhone, Android) Settings > Mail > Signature Text only
Apple Mail (Mac) Mail > Settings > Signatures Yes, paste or drag an image in
Mail on iPhone and iPad Settings > Apps > Mail > Signature Text only
Yahoo Mail (web) Settings > More Settings > Writing email (Yahoo's help page lists it as More options > Settings > Writing email) Yahoo does not say; send yourself a test
Thunderbird Account Settings > your account > Signature text (tick Use HTML) Yes, as HTML
Proton Mail Settings > All settings > Identity and addresses > Display name and signature Yes
Zoho Mail Settings > Signatures Yes
iCloud Mail (web) Settings > Composing > add a signature Text only
Fastmail Settings > My email addresses > Signatures Yes, images as web links

Each of these has its own guide with the full steps: Gmail, Gmail app, new, classic and web Outlook, Outlook for Mac, Outlook mobile, Apple Mail, Yahoo, Thunderbird, Proton, Zoho, iCloud and Fastmail.

The steps are the same in every app

  1. Build the signature once. Use the free email signature generator and finish it before you open any email settings.
  2. Copy it. Use Copy signature so the formatting travels with it.
  3. Paste it into the signature box you found in the table above.
  4. Set the defaults. Gmail and Outlook ask separately about new messages and about replies and forwards. Choose both.
  5. Save, then send yourself a test. Open it on your phone as well.

Every device has its own signature

Setting your signature on your computer does not set it on your phone. The Gmail app uses its own mobile signature, and if you never create one it falls back to your computer signature. The Outlook app does not sync a signature from Outlook on your computer. Mail on the iPhone keeps a separate one too. If you write mail from three places, you set the signature in three places.

Check before you rely on it

  • Images. Use images hosted at a public HTTPS address. Images that exist only on your computer do not load for the people you write to. See why a logo does not show for recipients.
  • Size. Gmail allows 10,000 characters in a signature, and images count toward that. The size limits guide covers Gmail and Outlook.
  • Replies. If the signature disappears on replies, the reply default is unset. The replies checklist goes through each app.

FAQ

Where do I add an email signature? In the signature section of your email app's settings. In Gmail it is Settings > See all settings > General > Signature, and in Outlook it is Settings > Accounts > Signatures.

Why is my signature different on my phone? Phone apps keep their own signature. Set it separately in the mobile app's settings.

Can I use the same designed signature everywhere? On the computer apps in the table, yes: paste the same signature into each. The Gmail app, Mail on iPhone and iCloud Mail on the web take plain text.

Do I need to pay to add a signature? No. Every app above includes a signature setting, and the Sendoff generator is free.

How Sendoff handles this

Sendoff builds the signature, with a logo and layout that hold up in Gmail and Outlook, and copies it to your clipboard. If you manage signatures for a team, the Gmail integration and Outlook integration pages explain how to set one up for everyone.

Sources

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