How to add the signature in Gmail
- Click Copy signature in the tool.
- In Gmail, click the gear icon → See all settings → General tab → Signature.
- Click "Create new", give it a name and paste the signature (Ctrl+V or Cmd+V).
- Below, choose to use it for new emails and replies, then click Save changes at the bottom of the page.
How to add the signature in Outlook
In the new Outlook and Outlook on the web, go to Settings → Account → Signatures, click "New signature", paste and save. In classic Outlook for Windows, go to File → Options → Mail → Signatures, paste the signature into the editor and set it as the default for new messages.
What a good business signature includes
- Name and job title: people want to know who they are talking to.
- One phone number and one email: several numbers are confusing.
- Website: most clicks on a signature go to the website.
- WhatsApp: often the fastest channel for guests and customers.
- Logo: small, up to 200 px wide. Some email programs show large images as attachments.
Avoid long legal disclaimers, quotes and rows of social icons. The signature appears in every email, so short and tidy looks more professional.
Your logo has to be stored online, for example on your website. Right-click the image, choose "Copy image address" and paste it into the logo field. Files on your computer can't be shown to recipients.
Frequently asked questions
Why doesn't my logo show for some recipients?
Some email programs (such as Outlook) only show online images after the recipient allows image downloads. The signature works without the logo, which is why the text matters most.
Can I use the signature on my phone?
The Gmail and Outlook mobile apps have a simpler, text-only signature. The formatted signature applies when you send from a computer or the web version.
Do you store my details?
No. The signature is built in your browser and nothing is sent to a server.
Can I use it for my whole team?
Of course. Change the name, title and phone for each team member and copy the new signature.
Updated: November 2026 · Supremio Digital, Zagreb
