How to set up a signature in Gmail and Google Workspace

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You shouldn’t have to manually sign your name every time you send an email

If you send a lot of emails, you probably know that signing each one can take time, especially if you write your full name every time you send a message. Luckily, you can automate this process so that Gmail adds a preset signature to the bottom of outgoing messages instead of you having to think about doing it. Another advantage of automating the process is the amount of information you can add, such as your contact details, address, job title, etc., which you are certainly ready to enter each time you send a message. email manually.

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Say you use Gmail as your personal email service or Google Workspace for your work email. In this case, both are easy to configure and offer the possibility of customizing signatures on your mobile and computer. Here’s how it works.

Create a signature on your computer

Since your computer is probably the device from which you will send the most messages, let’s see how to set up an automatic signature for your outgoing emails.

  1. Open your Gmail or Google Workspace interface using your favorite web browser.
  2. If you are using a new account, Google automatically suggests that you set a signature in the banner above your email. If you see it, click Define a signature and go to step 5.
  3. Otherwise, click the Settings cog in the upper right corner. This opens the quick settings bar. Click on See all parameters to access the full settings menu.
  4. Under the General tab, scroll to tab Signature section.
  5. Click it Create a new and give your new signature a name. If you need inspiration, something like “Signature” is fine.
  6. Your newly created signature is displayed on the left and a text box on the right side of the panel allows you to create its content.
  7. Your signature can include rich text, as well as images and links. Use the bar at the bottom of the text box to format your text.
  8. Once you’re happy with your signature, ask Gmail to automatically add it to outgoing messages. You can choose from two options: Send while writing new emails Where reply and transfer emails. If you have chosen the second option, it is recommended to check the box to Insert signature before quoted text. Otherwise, your signature is added to the very bottom of the email and people won’t see it.
  9. You can also create more signaturesallowing you to choose different ones when composing an email.
  10. When you’re done, click Save changes at the bottom of the screen.
  11. To manually add a signature while composing an email, click the pen in the toolbar and select the signature you want to add.


Set up a signature on your phone

Gmail also lets you add automatic signatures when sending emails using your phone. These are different from those you set using the webmail interface. You can only have one signature, which is added to all outgoing emails. Also, it can only contain basic text, which cannot be formatted, preventing you from adding logos to your signature while using your phone. However, it saves you the hassle of manually signing emails and potentially adding your contact information to outgoing messages.

The process only takes a few steps:

  1. Open the Gmail app on your phone or tablet.
  2. Tap the menu in the top right corner, scroll down and tap Settings.
  3. Select the Gmail or Google Workspace account for which you want to set a signature.
  4. Scroll to Mobile signing section. Tap it to add a signature.
  5. In the pop-up, create the signature you want to use for outgoing messages. Remember that you can only add unformatted text. Faucet OKAY once you have finished.
  6. Gmail automatically adds this new signature to emails you send with your phone. Unfortunately, you can only have one mobile signature for each account.


Smarter email

The tips above will help you save a lot of time when sending emails and help you include essential details in your messages. Many people use their signature to pass on their contact information and add images to advertise upcoming events and conventions to customers. Whichever option you choose, Gmail is flexible when it comes to customizing signatures, at least on a desktop computer. On mobile, you’re limited to the simpler ones, which can still include relevant information without being formatted.

If you use Gmail a lot, check out our top Gmail tips for mobile. If needed, we’ve also shared guides on how to free up space and create folders to better organize your inbox.

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