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How to Add or Change a Gmail Signature in 2025 – Complete Guide for Beginners

In the digital communication age, a well-designed Gmail signature does more than just wrap up your emails—it reflects your personality or brand identity. Whether you’re a student, a job seeker, a business owner, or a corporate professional, crafting a professional Gmail signature is crucial. It not only adds authenticity to your emails but also enhances your credibility in front of your recipients.

This detailed guide by Technewztop is tailored for anyone who wants to understand how to add or change a Gmail signature in 2025. Whether you’re using a desktop, Android, or iOS device, we’ve got you covered with step-by-step instructions.

Why Is a Gmail Signature Important?

Table of Contents

Professionalism in Every Email

Adding a Gmail signature to your emails presents you as someone organized and thoughtful. Whether you’re communicating with potential employers, clients, or team members, a signature makes your email look polished and well-structured.

Brand Representation

For business users, your Gmail signature becomes a branding tool. It can include your company name, job title, website, logo, and even social media links. This helps reinforce your identity with every interaction.

Convenience and Consistency

Instead of typing your name and details in every email, a Gmail signature automates that for you. It ensures consistency and saves time.

How to Add or Change a Gmail Signature on Desktop in 2025

If you’re primarily using Gmail via a desktop browser, adding or updating your signature is a quick and simple process. Here’s how:

Step 1: Open Gmail Settings

Start by logging into your Gmail account on a desktop browser. Look towards the top-right corner and click on the gear icon (⚙️). A quick settings panel will appear. Click on “See all settings” to access the complete settings menu.

Step 2: Navigate to the “General” Tab

Once you’re in the settings, you’ll automatically land on the General tab. Scroll down until you find the “Signature” section.

Step 3: Create a New Signature

If you haven’t created a Gmail signature before, click the “Create new” button. A popup will ask you to name your signature. You can give it a name like “Work,” “Personal,” or anything that helps identify its purpose. Click “Create” to proceed.

Step 4: Customize Your Signature

A rich text editor will now appear where you can design your Gmail signature. Add the following as needed:

Your full name
Job title
Company or organization
Contact number
Email address
Website or portfolio link
Social media profiles

You can use formatting tools to:

Change font styles and sizes
Add bold, italic, or underline
Insert hyperlinks
Insert images (like logos or photos)

Tip from Technewztop: Use consistent formatting and limit colors to maintain a professional appearance.

Step 5: Set Signature Defaults

Below the editor, you’ll see two drop-down menus under “Signature defaults”:

Choose which signature to use for new emails
Choose which one to use for replies and forwards

This is especially useful if you’ve created multiple signatures for different purposes.

Step 6: Save Your Changes

Don’t forget to scroll to the bottom of the page and click “Save Changes.” If you skip this step, all your effort might be lost.

How to Add or Change a Gmail Signature on Android

Many people today manage their emails on mobile, especially Android users. While the Gmail mobile app doesn’t support advanced formatting like on the web, you can still set a mobile signature for your outgoing messages.

Step 1: Open the Gmail App

Open the Gmail app on your Android device. Tap the three horizontal lines (☰) in the top-left corner to open the menu.

Step 2: Access Account Settings

Scroll down and tap on “Settings.” You’ll see a list of accounts if you have multiple Gmail addresses logged in. Select the one you want to edit.

Step 3: Tap on “Mobile Signature”

Under the settings for the chosen account, scroll until you find “Mobile Signature.” Tap on it.

Step 4: Add Your Mobile Signature

In the pop-up text box, type your signature. While you can’t use bold fonts or insert images here, keep it clean and professional. A good mobile signature example:

nginx
CopyEdit
John Doe
Marketing Manager
example.com

Step 5: Save the Signature

Once you’re done, tap OK to save your mobile signature. All outgoing emails sent from this device will now include your chosen signature.

Technewztop recommends reviewing your mobile signature regularly, especially if your role or contact information changes.

How to Add or Change a Gmail Signature on iOS Devices

If you’re using an iPhone or iPad, the steps are slightly different from Android but equally easy to follow.

Step 1: Launch the Gmail App

Open Gmail on your iOS device and tap the hamburger icon (☰) in the top-left corner.

Step 2: Go to Settings

Scroll down and tap on “Settings.” From the list of email accounts, tap on the one you want to edit.

Step 3: Enable Mobile Signature

Find and tap on “Signature settings.” Toggle the “Mobile Signature” switch to enable it.

Step 4: Create Your iOS Signature

Once the toggle is on, a text box will appear. Type your desired email signature. It can include your name, a brief title, or contact info.

Step 5: Save Your Changes

Tap “Done” in the top-right corner. Your new signature will now be appended to every email you send from your iPhone or iPad.

Best Practices for Creating an Effective Gmail Signature

To help you make the most of your email signature, here are some best practices:

Keep It Concise

Avoid overloading your signature with too much information. Stick to essential details.

Maintain Professional Formatting

Avoid flashy fonts and excessive colors. Keep your format aligned with your personal or company branding.

Include Links Strategically

Hyperlink your website or LinkedIn profile, but don’t add unnecessary links.

Use a Logo or Image (on Web)

On desktop, adding a company logo can enhance brand credibility. Make sure it’s optimized for email size.

Test Your Signature

Before finalizing, send a test email to yourself. Check how the signature appears on both desktop and mobile.

Troubleshooting Common Gmail Signature Issues

Signature Not Showing Up?

Check if the “Insert this signature before quoted text” box is ticked. Also verify your signature defaults.

Signature Appears Differently on Mobile?

Remember, mobile Gmail apps offer limited formatting. If consistency matters, create a simplified version for mobile.

Can’t Add Images?

Make sure the image you’re uploading is in supported formats like JPG, PNG, or GIF. Use the “Insert image” icon in the signature editor on desktop.

FAQs – How to Add or Change a Gmail Signature

Can I add multiple Gmail signatures?

Yes, Gmail allows you to create multiple signatures and choose which one to use depending on the situation.

Does Gmail support HTML signatures?

Yes, Gmail supports HTML formatting via its rich text editor on the desktop version.

Are Gmail signatures available in offline mode?

You need to be online to create or edit Gmail signatures. However, once saved, they will be added automatically, even if you’re composing offline emails (to be sent later).

Final Thoughts

In 2025, knowing how to add or change a Gmail signature is a small but essential digital skill that makes a lasting impression. Whether you’re sending emails from your desktop or mobile device, a thoughtfully created signature can enhance your personal or professional identity.

Technewztop encourages all users—students, professionals, and business owners—to set up a custom Gmail signature to streamline communication and reinforce branding. With this guide, you now have all the tools to confidently craft and manage your Gmail signature across different platforms.