Email Signature Templates for Gmail and Outlook

Email signatures are an important part of professional communication. They are more than just a way to sign off your emails; they reflect your professionalism, provide key contact details, and help reinforce your personal or business brand. 

A well-designed email signature can make your emails look polished and leave a positive impression on the recipient.

In this article, we’ll discuss the steps to create email signatures on Gmail and Outlook. Besides, we’ll also share some free email signature templates. 

Table of Contents

• Why email signatures matter
• Steps to create and add email signature in Outlook 
• 6 Types of Email Signature Templates for Gmail and Outlook
• Key Features of a Good Email Signature
• Conclusion

Why email signatures matter

Professionalism: A good email signature adds a touch of professionalism to your emails. It shows that you pay attention to details and take your communication seriously. This small addition can make a big difference in how you’re perceived by clients, colleagues, and partners.

Branding: Email signatures are a great tool for personal and business branding. They let you include your company logo, colors, and social media links. This branding makes your emails instantly recognizable and even helps with brand recall.

Contact Information: Including your contact information – phone number, email address, and social media links – in your email signature is essential. It makes it easy for recipients to reach you without having to search through previous emails. 

Steps to create and add email signature in Gmail 

Add up to 10,000 characters to your Gmail signature, which appears at the end of your emails. You can set up a Gmail signature from Android, a computer, an iPhone, or an iPad.

Steps to Create a Gmail Signature:

1. Open Gmail:
   • Go to your Gmail account and log in.
2. Go to Settings:
   • At the top right, click the gear icon (Settings) and then select “See all settings.”
3. Add Your Signature:
   • In the “Signature” section, add your signature text in the box. You can format your message by adding an image or changing the text style.
   • Tip: Your image also counts toward the character limit. If you get an error, try resizing the image.
4. Save Changes:
   • At the bottom of the page, click “Save Changes.”

Manage Multiple Signatures:

You can use different signatures for your emails. For instance, you can set a default signature for new emails you compose or reply to. If you’re looking for a quick and easy way to create a professional email signature, consider using an email signature generator.

Tip: To change your signature while you write an email, click the “Insert signature” pen icon at the bottom of the window.

Edit Your Gmail Signature:To edit your Gmail signature, open Gmail and click the gear icon at the top right to go to “Settings,” then select “See all settings.” Under the “General” tab, scroll down to “Signature” and click on the one you want to edit. Make your changes in the text box. If you want to rename it, click “Edit.” When you’re finished, click “Save Changes” at the bottom. You can also set a default signature for new emails and replies.
Remove Your Gmail Signature:To remove your Gmail signature, open Gmail and click the gear icon at the top right to go to “Settings,” then select “See all settings.” Under the “General” tab, scroll down to “Signature” and click on the one you want to delete. Click “Delete” and confirm by clicking “Delete” again. Finally, click “Save Changes” at the bottom.

Steps to create and add email signature in Outlook

In Outlook, you can create personalized signatures that include text, links, and images. You can add a signature in New Outlook, Classic Outlook, Outlook on the Web, and Outlook.com. Here’s how to do it for each version:

New Outlook

• Open Settings: Go to the “View” tab and select “View Settings.”
• Access Signature Settings: Select “Accounts” > “Signatures.”
• Create a New Signature: Click “New signature” and give it a distinct name.
• Compose Your Signature: In the editing box, type your signature. Format it with the font, color, and styles to get the appearance you want. You can also add images or logos.
• Save Your Signature: Click “Save.”
• Set Default Signature: With your new signature selected from the list above the editing box, go to “Select default signatures” and choose whether to apply the signature to new messages and to replies and forwards.
• Final Save: Click “Save” again.

Classic Outlook

• Access Signature Settings: Open a new email message. On the “Message” menu, select “Signature” > “Signatures.” Depending on the size of your Outlook window and whether you’re composing a new email or a reply/forward, the “Message” menu and “Signature” button might be in different locations.
• Create a New Signature: Under “Select signature to edit,” click “New” and type a name for the signature.

• Compose Your Signature: In the “Edit signature” box, compose your signature. You can change fonts, colors, and text alignment. For a more robust signature, use Word to create and format your text, then copy and paste it into the box. You can also use a pre-designed template from Word.

• Set Default Signature: Under “Choose default signature,” select an email account to associate with the signature. Set options for new messages and replies/forwards:

In the “New messages” drop-down box, select one of your signatures or choose “(none)” if you don’t want to add a signature automatically. In the “Replies/forwards” drop-down, select a signature or keep the default “(none).”

• Save Your Signature: Click “OK” to save your new signature and return to your message. Outlook doesn’t add your new signature to the message you opened initially. To add it manually, select “Signature” from the “Message” menu and pick the signature you created.

Outlook on the Web and Outlook.com

• Open Settings: Click “Settings” (gear icon) at the top of the page.
• Access Compose and Reply Settings: Select “Mail” > “Compose and reply.”
• Create Your Signature: Under “Email signature,” type your signature and use the available formatting options to change its appearance. You can add text, links, and images.
• Set Default Signature: Select your default signature settings for new messages and replies.
• Save Your Signature: Click “Save.”

6 Types of Email Signature Templates for Gmail and Outlook

1. Modern Professional

This template has a clean and sleek design that looks professional. It’s perfect for business communications, making a great first impression.

2. Elegant Minimalist

This template is all about simplicity. It avoids clutter and focuses on essential information, making your emails look neat and easy to read.

3. Creative Personal

Ideal for freelancers and creative people, this template adds a personal touch to your emails. It includes elements like personal photos and vibrant designs to reflect your personality and creativity.

4. Corporate Classic

Perfect for traditional businesses, this template provides a structured format with comprehensive details. It ensures all necessary information is easily accessible and professionally presented.

5. Social Media Focused

This template is designed to highlight your social media presence. It includes prominent social media icons and links, perfect for individuals and businesses active on social platforms.

6. Bold and Colorful

For those who want to stand out, this template uses bold colors and designs to grab attention. It’s perfect for creative industries or anyone looking to make their emails more visually appealing.

Key Features of a Good Email Signature

Essential Elements: A good email signature should include the following essential elements:

• Name: Clearly state your full name.
• Title: Include your job title or role.
• Company: Mention the name of your company or organization.
• Contact Information: Provide your email address and phone number.
• Website: Add a link to your company’s website.
• Social Media Links: Include icons and links to your professional social media profiles (e.g., LinkedIn, Twitter).
• Logo: If applicable, add your company’s logo for branding.
• Legal Disclaimer: Include any necessary legal disclaimers or confidentiality notices.

Design Considerations: When designing your email signature, keep these aspects in mind:

• Layout: Use a clean and simple layout to ensure your signature looks professional and is easy to read.
• Fonts: Choose easy-to-read fonts and limit the number of different fonts to maintain a cohesive look.
• Colors: Use colors that match your brand’s color scheme, but avoid using too many colors to keep it professional.
• Social Media Links: Use small, clickable icons for your social media profiles to keep the design neat and functional.
• Images: Ensure any images, such as logos or photos, are of high quality and appropriately sized.

Conclusion

A well-designed email signature is important for professional communication. It provides key contact information, reinforces your brand, and makes your emails look professional. 

Including elements like your name, title, company, contact info, and social media links, and paying attention to design aspects like layout, fonts, and colors, helps create a strong impression.