Gmail Email Signature Setup: Add, Test, and Fix Your Business Signature

To set up a Gmail email signature, open Gmail on desktop, go to Settings, then See all settings, then General. Find Signature, create a new signature, paste the approved signature, set defaults for new emails and replies, then save changes.

For example, if fictional team member Lerato Maseko sends as lerato@khayabrand.co.za and proposals@khayabrand.co.za, test both sender addresses because each alias can have separate signature defaults.

Prepare the signature before opening Gmail settings. Confirm the full name, job title, company name, phone number, website URL, booking link, logo or profile photo, social links, and any required disclaimer.

Use public HTTPS URLs for images. If the logo or profile photo is stored in a private drive, email recipients may not be able to load it.

Open Gmail in your browser, select the settings icon, choose See all settings, stay on the General tab, and scroll to the Signature section.

Create a new signature, give it a clear name such as Khaya Brand work signature, paste the approved signature into the editor, check spacing and links, then scroll down and save changes.

Gmail lets you choose which signature appears for new emails and which appears for replies or forwards. Most client-facing users should use the full signature for new emails and a shorter version for long reply threads.

If the account uses aliases, test each one. The right signature for one address may not automatically apply to another.

If images are not showing, confirm that they are hosted on public HTTPS URLs and open in a private browser window. If links are not clickable, test each website, phone, booking, and social link in a sent email.

If formatting changes after paste, avoid copying from word processors, slide decks, or design tools. Use an email-safe source signature instead. If the wrong signature appears, check defaults for new messages, replies, forwards, and send-as addresses.