How to Add a Professional Email Signature in Gmail and Outlook

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Need a professional branded footer? Explore Custom eSignature's current features and trial terms before choosing.

Gmail and Outlook both include built-in editors for creating email footers. You may not need a separate platform if the requirement is basic text, a logo and a company link. If you use a richer builder such as Custom eSignature, begin with its current installation instructions and then test the signature in the relevant client.

Gmail on desktop: native setup

1. Open Gmail and select the Settings gear, then See all settings.
2. In the General section, find Signature and create or edit the signature.
3. Insert your name, role, contact details and a useful link; format sparingly.
4. Choose the defaults for new messages and replies, then save changes at the bottom.
5. Send a test to another mailbox and check image loading and link destinations.

Google documents desktop and mobile signatures separately. A signature set in the mobile Gmail app may differ from the version configured on desktop, so test both before rolling out to staff.

New Outlook and Outlook on the web

1. Open the relevant Outlook product and go to Settings.
2. Navigate to Accounts → Signatures where available.
3. Create or edit your signature, then decide whether it is added to new emails, replies and forwards.
4. Save it, compose a message and inspect the appearance.

Classic Outlook has a different workflow through the Message menu's signature settings. Microsoft also notes that some signatures are locally stored and may not appear automatically in every Outlook experience. Follow the documentation for your exact version rather than assuming universal synchronization.

Using an external signature builder

If your current mail editor is not enough, review Custom eSignature's published features and check trial conditions directly with the provider.

After producing a design, use the builder's published instructions for your mail app. Custom eSignature provides video tutorials for Gmail, Outlook and Apple Mail. Do not assume that copying an HTML preview into a mailbox will preserve every dynamic effect; send test messages before installing it for clients.

Three practical rendering checks

• Desktop Gmail to desktop Outlook: is the core text and primary CTA present?
• Mobile Gmail and Outlook: is the footer a reasonable width and are links tappable?
• Images off: do recipients still get your name, role and contact information?

Do not paste unnecessary code or scripts into an email signature. Keep the real message and the contact information readable without decoration. For broader guidance, see our QA checklist and security considerations.

Sources and further reading

• Official Google — create a Gmail signature
• Official Microsoft — Outlook signatures
• Custom eSignature — installation tutorials

Vendor capabilities are described as documented, not independently performance-tested. See our editorial and affiliate policy.