The Email Signature Handbook
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Create a professional Gmail signature

It is quite easy to create a professional Gmail signature that will make you stand out from the rest of the crowd. Remember, recipients will get a negative impression of you if your email signature design is sloppy and amateurish.

All you need to do to create a professional Gmail signature is to follow this step-by-step guide. You’ll then have a great looking signature that will wow others.

  1. Login to Gmail.

  2. In the top right of the screen, navigate to the gear symbol:

    Gear icon in Gmail
  3. Click on the icon and go to Settings:

    Click Settings to start your signature.
  4. Scroll down through the various settings until you reach the Signature section, where you will see a text box:

    The Gmail signature editor.
  5. You now want to start typing out the contact details of your new signature. As this is going to be a professional email signature, you’ll want to include these elements at a minimum:

    1. Your full name
    2. Job title
    3. Company name
    4. Phone number
    5. Email address
    An unformatted Gmail signature.

    For more information on what to include in a professional email signature, go to this article

  6. You can then add additional formatting to make your signature look a bit more interesting without going too overboard. Resist the urge to use loads of different fonts as it will just make your signature look messy:

    A signature with some formatting.
  7. You will want to add at least one hyperlink for something like your website, email address or your social media accounts:

    1. Highlight the signature text you want to add a hyperlink to and click the Link icon as shown below: Adding a hyperlink.
    2. You can hyperlink the highlighted text with a web or email address. You also have the option to change the display text in your Gmail signature if you wish: Hyperlinking an email address.
    3. Click OK and the text will now have a hyperlink: A hyperlink in a signature.

    If you’re happy with your signature, scroll to the bottom of the screen and click Save Changes. However, as this is a professional signature, adding an image like a logo or photo will make your signature look more interesting.

  8. Choose an image you want to use:

    1. Upload it to an image hosting service. Gmail signatures do not allow for embedded images, so your image has to be available online. If you’re not using Google Drive, there are plenty of free services available like Photobucket or Tinypic.
    2. Click on the Insert Image icon as shown below and enter the link for your image: Click Insert Image in the signature editor.
    3. Click Web Address (URL) and paste the URL of your image into the field. You should see a preview your image appear below. If there is no preview, the URL is most likely incorrect: Paste hosted image URL.
    4. Click Select. The image will now appear in your Gmail signature, which you can then resize. You have the option to choose from Small, Medium, Large and Original Size. You’ll want to make sure that the image doesn’t overpower the contact details. Adjust signature logo size.

    You can also hyperlink the image to a specific URL. This is true of any other images you might use like social media icons.

  9. Finally, if you are happy with your signature, scroll to the bottom and click Save Changes.

    Click Save Changes.

    Now, whenever you compose a new email, your new professional Gmail signature will appear. As the image is hosted, you also won’t have to upload it every time you send an email.

    Professional Gmail signature shown in New Message box.

As you can see, creating a professional Gmail signature does not take too much time to complete. If you want to make more elaborate email signature designs, you should try this free email signature generator. You’ll be able to copy and paste the signature you generate into the Gmail signature editor.

However, what if you want everyone in your company to use the same signature, you’re going to run into issues. You’ll want all staff to use the same design so that your organization has a consistent look. Asking everyone to create the same signature template is not going to be manageable.

If you have an IT department, you could get them to manually go to each person’s desk and carry out signature updates, but that will be a long and drawn out process. You also won’t be able to stop your users from modifying and/or deleting their signature in Gmail.

In other words, you’re not going to have any level of control if you let your users control their Gmail signatures.

What can I do?

To centrally design and control professional Gmail signatures for all employees, you’ll want to look a third-party email signature management solution to do all the hard work for you. You can then ensure that all users get the same consistent design whenever they send an email and save hours of time you’d spend carrying out manual signature updates.

Learn more about managing Gmail signatures via a third-party solution



Recommended reading

Using email signature software

Learn more about the benefits of using email signature software

Exclaimer Cloud - Signatures for G Suite

Find out how to create signatures in G Suite

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