How To Insert A Signature In Gmail

Having a professional email signature is a great way to enhance your email communication, reinforce your brand identity, and make your emails more engaging. Whether you’re a small business owner, a freelancer, or just someone looking to add a polished touch to your emails, creating a custom email signature in Google Docs is a simple and free way to get started. In this blog post, we’ll walk you through how to create a custom email signature using Google Workspace tools, step-by-step.

If you want to skip right to the free template, you can grab it right here!

Why You Need a Custom Email Signature

A well-designed email signature not only makes your emails look more professional but also ensures that your recipients have quick access to your contact information, such as your phone number, email address, social media icons, and other details like your company logo. It’s like a digital business card at the bottom of every email, helping to build your brand and make a lasting impression.

Let’s dive into creating your own custom email signature using Google Docs.

Step 1: Gather All Your Images / Info

you want to include. You can choose to feature a photo of yourself, your logo, or both. Personally, I prefer using my photo to help people connect a face to my name, but the choice is entirely up to you. Just keep in mind that simplicity is key—avoid cluttering your signature with too many images or too much text. Focus on what’s most essential for your business and stick with that.

Also, make sure your images are sized properly. While you can adjust them in Google Docs, it’s best to start with images that are close to the final size you’ll use. I recommend sizing logos and headshots to about 200×200 pixels and social media icons to around 50×50 pixels. It’s generally better to have your images slightly larger than too small to avoid any pixelation issues.

Step 2: Create a New Google Document

Ok, next step. You’ll need to create a new Google Document. Log in to your Google account and open Google Drive. Click on the Blank Document button, then select Google Docs. This will be the canvas where you design your custom email signature.

Step 3: Set Up a Table to Structure Your Signature

Using a table in Google Docs is a simple way to align your contact information, social media icons, and company logo neatly. Here’s how to do it:

Go to the Top Menu and click on Insert > Table. Choose a table with 1 row and 2 columns. Hover over the lines and move them to look like the below, with the left row being narrower than the right, and extend the bottom line down to add more space.
This table will help you organize the content of your signature, ensuring it looks professional and well-structured.

Step 4: Add Your Contact Information

Now that you have your table, it’s time to fill it with your contact information:

To add your headshot:

Click Inside the left square, and then go To the Image Icon at the top of the menu and upload your headshot.
Upload your headshot or logo here. If the image is too large, click on it, grab one of the blue corner squares, hold down the shift key, and resize to your desired dimensions. Holding shift will maintain the correct proportions, preventing the image from becoming distorted.

If you need a template to insert your headshot into, we’ve got a free Canva Link HERE to the one I’m using.

To add your details:

Click Inside the Right Box.
Add your full name and job title in the first and second line
On the next lines, include your phone number, email address, and company name, if applicable.
If you have a company logo, upload it as an image file. To do this, go to Insert > Image > Upload from computer or Google Drive.
To add social media icons, simply follow the same steps above that you used above to add your logo or headshot, and then click on the link icon at the top to link it to your social URLs.
PRO TIP: Add a lead magnet or freebie link below, that you can change often, when you have something to promote or engage your readers with.

Now your email signature should look something like this:

For a sleek design, set the table border to “0” so it remains invisible in your final signature. To do that, simply click inside the table, hold down control and click your mouse. When the menu pops up select Table Properties. When the dialog box pops up, change table border from 1pt to 0pt.

Step 5: Insert Your Signature In Gmail

To add your new signature to your Gmail account, open your email and click the gear icon in the top right corner. Click on All Settings. Scroll down until you find the signature section. From there, simply copy the contents of your Google Doc and paste them into the signature box. Click save, and you’re all set!

To ensure everything looks good, click on Compose to create a new email and check that your email signature looks great!

Bonus Tips: Taking Your Email Signature to the Next Level

Test Emails: Before finalizing, send a few test emails to check how your signature looks on various email clients and mobile devices. This ensures it’s fully responsive and looks great on every screen.
Adding a Dynamic Touch: If you’re into email marketing, you can include links to your latest blog posts, promotions, or marketing campaigns.
Free Tools: There are various free email signature templates available online if you want to explore more design options. Websites like HubSpot and Canva offer professional Gmail signature templates to suit your specific needs.

Creating a custom email signature in Google Docs is a simple way to enhance your email communication. Whether you’re sending emails to clients, customers, or colleagues, having a well-designed signature adds a touch of professionalism and helps you stand out. By using tools like Google Workspace and Google Drive, you can easily update your signature whenever your contact information changes or you want to include new social media links.

A custom email signature is a great way to showcase your brand, promote your business, and make a lasting impression. So, take the time to design yours today—it’s a small investment with significant returns in your email marketing efforts!

Happy emailing!

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ABOUT THIS POST

This post is written by Donata Delano – A Web Designer, Professional Artist and Architect based in Burlington, Canada. She specializing in visual communication and web design, creating branding solutions and websites that are thoughtful, unique and aesthetically pleasing.

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