How to add an email signature in Gmail, Outlook and Apple Mail

First, make the signature

Type your details into Email Signature: name, job title, company, phone, email and website, and social icons for LinkedIn and the rest. Pick a design and a colour, then tap Copy. It copies the signature with its formatting, ready to paste.

Gmail

1. On a computer, open Gmail and click the gear, then See all settings.
2. On the General tab, scroll to Signature and click Create new. Name it.
3. Click in the signature box and paste (Ctrl+V, or ⌘+V on a Mac).
4. Under Signature defaults, choose it for new emails and for replies and forwards.
5. Scroll to the bottom and click Save Changes.

The Gmail app on a phone uses its own plain-text mobile signature: use Copy as plain text and paste it in the app under Settings › your account › Mobile signature.

Outlook

1. In the new Outlook or Outlook on the web, open Settings › Accounts › Signatures.
2. Click New signature, name it and paste into the box.
3. Choose it for new messages and for replies and forwards, then Save.

In classic Outlook for Windows, go to File › Options › Mail › Signatures, click New, paste into Edit signature and click OK. On a Mac: Outlook › Settings › Signatures.

Apple Mail and the iPhone

1. On a Mac, open Mail › Settings › Signatures, choose your account and click +.
2. Untick Always match my default message font, then paste into the box on the right.
3. On an iPhone, open the signature page on the phone, tap Copy, then go to Settings › Apps › Mail › Signature and paste. If it pastes as plain text, shake the phone and tap Undo to keep the formatting.

What makes a good signature

• Keep it short: name, role, company, one or two ways to reach you.
• Make numbers tappable, so people on phones can call you in one tap.
• Use a small photo or logo by link. Pictures stuck inside a signature are often blocked or turn into attachments; Email Signature uses a link to a picture on your website, or your initials in your colour.
• Four or fewer social icons, the ones you actually use for work.
• Skip quotes and big banners on everyday emails; save a banner for an event or an offer.