How to Add an Email Signature in Gmail (2026 Step-by-Step Guide)

To add an email signature in Gmail on desktop: open Settings (the gear icon) → See all settings → scroll to the Signature section under the General tab → click Create new, name it, enter your signature, set your defaults, and click Save Changes at the bottom.

That’s the short version. Below is the full walkthrough for desktop and mobile, plus what to do when you need to manage signatures for an entire team instead of just yourself.

Add a signature in Gmail on desktop

1. Open Gmail in your browser and click the gear icon in the top-right corner.
2. Click See all settings.
3. On the General tab, scroll down to the Signature section.
4. Click Create new, give the signature a name (e.g. “Main”), and click Create.
5. Type or paste your signature into the editor. Use the toolbar to add formatting, links, and an image or logo.
6. Under Signature defaults, choose which signature to use for new emails and for replies/forwards.
7. Scroll to the very bottom and click Save Changes. This step is easy to miss, your signature won’t save without it.

Add a signature in the Gmail mobile app

Mobile signatures are separate from your desktop signature and are plain text only:

1. Open the Gmail app on iOS or Android.
2. Tap the menu (three lines) → scroll down to Settings.
3. Select the account you want to edit.
4. Tap Signature settings (iOS) or Mobile Signature (Android).
5. Toggle it on and type your signature, then save.

Because the mobile signature is plain text, formatting and logos from your desktop signature won’t carry over, a common reason team signatures look inconsistent between devices.

How to add a logo or image to your Gmail signature

1. Host your logo at a public URL (or insert it from Google Drive).
2. In the desktop Signature editor, place your cursor where you want the image.
3. Click the Insert image icon in the toolbar.
4. Choose the image, resize it using the small/medium/large options, and save.

Keep logos under ~100px tall so they render cleanly in recipients’ inboxes.

Why Gmail’s built-in signatures fall short for teams

Gmail’s native signature tool works fine for one person. It breaks down the moment you’re responsible for a team:

• Every employee sets their own, so formatting, fonts, and details vary wildly.
• No central control, an admin can’t push a signature to everyone or update one later.
• Details go stale, job titles, phone numbers, and disclaimers rot over time.
• Mobile is plain text, desktop and phone signatures don’t match.
• New hires get missed, someone has to remember to help each new person set theirs up.

How to deploy signatures across a whole Google Workspace team

If you manage signatures for more than a couple of people, doing it account-by-account doesn’t scale. A dedicated email signature manager like Firma lets you:

1. Design one signature (or a few, per department) in a visual editor.
2. Install Firma from the Google Workspace Marketplace in a single click.
3. Deploy to every Gmail account in your domain automatically, desktop and mobile.
4. Update once, sync everywhere, change a banner or phone number and it propagates to the whole team instantly.

Admins keep control, employees don’t have to touch a settings menu, and every outbound email stays on-brand. You can start free for up to 2 users with no credit card.

Frequently asked questions

Why won’t my Gmail signature save? The most common reason is not clicking Save Changes at the very bottom of the Settings page. Scroll down and confirm.

Why doesn’t my signature appear on replies? Check the Signature defaults, you can set different signatures (or none) for new emails versus replies and forwards.

Can I have more than one signature in Gmail? Yes. Use Create new to add multiple signatures, then switch between them using the pen icon in the compose window.

Do desktop and mobile signatures sync? No. Gmail treats them separately, and mobile is plain text only. To keep them identical across devices, use a signature management tool that handles both.