How to Create a Professional Gmail Signature (The Easy Step-by-Step Guide)

“. . .it’s easy to forget that once the reader gets through the subject line and body of your email, there’s one more chance to stand out. I look at the email signature as an extra chance to sparkle and delight.”

~ Melissa Cassera, Cassera Communications

Look at your Inbox. How many emails did you receive today? Did you read them all?

No? We didn’t think so. 

You’re not alone. The average professional receives upwards of 121 emails a day but only opens 13.7%  of emails in their inbox(1).

This means that only about 11% of emails actually get noticed and opened, and chances are pretty low that the email you sent is one of them.

In addition, the average adult has  an attention span of 8 seconds(2), so even if your email gets opened you have a very short window of time to grab your email recipient’s attention.

Clearly, the odds are not in your favor, so what can you do to make sure your emails are among those that make the cut?

The first step is creating an attractive, professional email signature that will hold people’s attention even after they’ve scanned the subject line of your email and decided whether or not to continue reading. 

An email signature will help you:  

There are several ways of creating an email signature that will leave a lasting impression and lead to new professional relationships.

The two easiest and most common ways to create a signature are:

We’re here to walk you through both processes. 

Ready to create your own signature?

Follow along as we create a signature for Ava Smith, an interior designer who recently started her own business.

If you follow these steps as your read, by the time you finish this post, you’ll have a beautiful, professional signature that will help grow your business.  

Step – by – Step, How to Create a Professional Gmail Signature

Thanks to Google, it’s possible to create an email signature quickly and easily. 

Step 1 – Find the Signature Setting

The first thing you have to do is sign into your Gmail account. 

And then: 

  1. Find the “gear” symbol.
  2. Click on “settings.”
  3. Scroll down to the “signature” field.

Step 2 – Enter Your Personal Information

Provide the basics of your contact information, without going overboard, including: 

  1. your name.
  2. your phone number.
  3. your website.
  4. your title. (In Ava’s case, her title is “interior designer.”)

Step 3 – Format Your Information

Now, it’s time to decide on fonts, colors, and text size: 

(Note: Certain information, such as your name, should be made to stand out.)

Step 4 – Add Links

Drive people directly to your website by adding an active link. 

To do this: 

  1. select the text to be linked.
  2. click the “link” icon.
  3. enter the URL.

(To keep this signature as clutter free as possible, the only link will be to Ava’s website. You could add links to your social media profiles, but it’s not a great idea to have a signature that’s more than three or four lines.) 

Step 5 – Add an Image

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Next, add your logo or picture. While a logo is nice, a photo of you provides a nice, personal touch. 

As you can see from Ava’s signature, she’s had a professional headshot taken. 

While a headshot isn’t a must, remember that the job of the image is to portray you as a professional, so choose wisely. 

To add an image: 

  1. create or choose an image or logo.
  2. upload the image to a host. If you don’t have a host, there are several free options to choose from(3)
  3. click on the “add image” symbol (which looks like two mountains).
  4. enter the link to the image.
  5. adjust the size and alignment of the image.

Step 6 – Save Your Signature

Once your signature is created, just scroll down to the bottom of the page and click on “save.”

Once you click on “Save Changes,” you’re good to go! 

That was pretty painless, right? 

Here’s the result: 

What do you think? 

How to Create a Show-Stopping Professional Signature With WiseStamp

Now let’s move onto something even easier and even more exciting. 

Ava’s Gmail signature looks nice, doesn’t it? It’s certainly “good enough.” 

But let’s use WiseStamp to make a signature that will stop people in their tracks.

(Bonus: Creating a WiseStamp signature is actually easier than using Gmail.)

As you’ll surely see, a WiseStamp signature is:

How to Create a WiseStamp Signature:

Step 1 – Start by going to WiseStamp

From this point on (and we’re only on the first step), WiseStamp will lead you through the easy process of creating a signature.

But we’ve laid out the steps for you here too, so stay with us. 

2. Step 2- Click on “Claim Your FREE Signature Now”

Step 3 – Add Your Picture or Logo

Like we said, a logo is fine but a photo is more often the best choice. 

Step 4 – Fill in Your Signature Details

You don’t have to (and you shouldn’t) fill in ever single detail. 

Your name, title and website are most likely more than enough. 

Here’s all we need for Ava’s signature: 

Step 5 – Choose Your Social Media Icons

Help people connect with you by adding links to your most-used social media profiles. 

(If you don’t see the social app you need, click on +add another profile for more options.)

Step 6 – Add More Apps

Ready for the most exciting step? 

This is where you have the chance to add more social icons, display links to your latest blog posts, promotions and events, display photos, and more.

An interior designer like Ava will probably want to include Instagram, Behance and Dribbble icons to show off her designs. 

Think about which icons fit your profession best. 

Step 7 – Choose a Template

WiseStamp offers a variety of templates to choose from, and you’ll see that looking at your signature displayed in a variety of formats is easy.

Step 8 – Preview and Save Your Signature

While you’re looking at your signature preview, you’ll have the chance to fine tune shapes and colors.

Fun, right?

These are just a few of the many options: 

You can easily make changes later, but now is a good time to make some decisions.

Then, save: 

Step 9 – Install the WiseStamp Extension

Once you’ve created your signature, install the WiseStamp extension and you’ll be ready to start using your new signature.

Just click the green button and then “add extension:” 

Step 10 – Export Your Signature

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Your signature isn’t limited to your browser. You can export your signature to Outlook, Thunderbird, IOS 7 Mail, and Mac Mail.

To do this, click “export” and choose a destination for your signature:

And choose a destination: 

Then, you’ll be led to easy-to-follow instructions.

Signature Do’s and Don’ts

While a professional signature will definitely work in your favor, a poorly designed signature can actually work against you.

As you put the finishing touches on your signature, take a look at examples and do your research on what makes a signature effective.

We recommend starting with How to Create the Perfect Socially Savvy Signature.

The most important thing to remember is that when it comes to a professional email signature, less is more.

If you’re tempted to add animations, a variety of colors and fun quotes, go for it.

But then, scale things back.  

Keep in mind that your signature should not include(4):

In other words, don’t do this (not that we think you ever would): 

Your signature should include(6):

See how these are better? 

We’re sure your signature looks this fabulous too. 

Before You Go. . .

Well? How did it go? 

Do you have a signature now? 

Before you go, here’s something to think about. 

You probably send about 37 emails a day(5). That’s 37 times (at least) chances for your signature to make a positive impression.

Your signature can be even more powerful than your business card and represents you.  

So it’s best to keep your signature:

If you’re feeling inspired, check out more of our tips and see examples of effective signatures and the WiseStamp FAQ page to learn more about creating signatures. 

We hope you enjoy creating your new signature and the new connections it’s sure to bring you!

Did you create a signature with us? Feel free to take a screenshot and share it in the comments. 

What are your tips for creating an attractive, catchy email signature?










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Written by Melissa Fragiadaki
Melissa is WiseStamp’s blog administrator and loves delving into topics of interest to small businesses. She’s an audiobook fiend, podcast connoisseur, and adventurous traveler who enjoys writing lines of code as much as she enjoys writing pages of fiction.

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