How to Create Professional Email Signature in Gmail

Gmail SignatureCreating a professional email signature in Gmail is sometimes the last item on a laundry list of burgeoning tasks for a small business professional or entrepreneur. However, creating a professional looking and socially optimized email signature will contribute to increased connections with your customers, colleagues and collaborators!

These steps for creating a custom webmail signature are based on using the web version of Gmail and requires the use of a personal Facebook account.

PART I: Find and Save a Small Logo and Social Icons

  1. Save a very small version of your logo to your computer hard drive
  2. Find social media icons for each social site you want to include in your signature.
    1. Use Google’s Image search functionality to find icons that are exactly 20 x 20 pixels.
    2. The image size specs can be defined on the Google Image Search page in the navigation boxes at the bottom left of the search engine window.
    3. Once you find them, right click on them and save them to your hard drive.

PART II: Setup and Colorize the Signature in Gmail

  1. Log into Gmail using a web browser.
  2. Click on the wheel icon at the top right side of the browser window and select ‘Settings.’email02
  3. The next page will show the ‘General’ settings tab. Scroll down until you see the ‘Signature’ box.
  4. Type in your name and title separated by a vertical line.
    1. The vertical line key is above the ‘enter/return’ key on your keyboard and is the same key as the forward slash “\”.
  5. Then type in your email address on the next line and your phone numbers on the line after that. If you have a business address type that on a separate line as well.
  6. Add an extra space before typing the last line in all caps which says “FOLLOW ME.”
  7. Then, go back and make all the text ‘bold’ and add color to your name so that it matches your logo colors.
  8. Add a space below your name where you will insert a small version of your logo.

PART III: Upload Logo and Icons to Facebook

  1. In a second browser, window open up your Facebook account and upload/post the small version of your logo and each of the tiny social media icons to one of your photo albums one by one.
  2. Then, find and click on the logo image you just uploaded into your Facebook album to view it.
  3. Right click on the image and select ‘Copy Image Location’email05
  4. Go back to your Gmail browser window and click on the line where you want the logo to appear.
  5. On the menu bar, click the ‘insert image’ icon
  6. Then, paste the image URL you just copied from Facebook into the ‘image URL’ field.email07
  7. Then click ‘ok’ and your logo will appear!
  8. Add a space below the ‘FOLLOW ME’ text and repeat Part III steps 2 through 6 for each social media icon.
  9. email08
    1. Note 1: If you ever delete the logo or icons from your Facebook account, they will disappear from your Gmail signature as well.
    2. Note 2: Need Social Media icons? Find some on our blog post “free social media icons in PNG format.

Part IV: Add Hyperlinks

  1. Click on your logo, then drag it slightly and release it so that the image is highlighted; aka: selected.
  2. In the menu bar click on the chain link icon and add the website address to the URL/web address field and click ‘ok.’email09
  3. Repeat this process for each social media icon, adding the URL for each of your own social media web addresses.
  4. When finished, scroll down the page and ‘save changes.’
  5. Compose a new email to see your new professional signature appear!


About Brian Loebig

Owner of, author of, and part-time Technology Manager for the Alliance for Performance Excellence, Brian has over 15 years of experience working in the quality improvement, human services and technology fields as an administrator and consultant. Brian has also worked as a practitioner and administrator in the corrections, substance abuse and human services fields with a special emphasis on technology. He continues to work with numerous community-based non-profits as a web technology consultant, board member and volunteer. Feel free to .
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13 Responses to How to Create Professional Email Signature in Gmail

  1. Greetings! Very useful advice in this particular article!
    It is the little changes that make the most important changes.
    Many thanks for sharing!

  2. Hey there very informative post but i use something else to create professional looking signature.
    It’s called wisestamp. It’s easy , highly customizable and most importantly you can use it with most popular email services like gmail yahoo etc
    I have written a article on WiseStamp : Adds Custom Signatures Email Service on my blog you can check it out from the link below

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  5. Widaad says:

    very informative cant find any 20×20 images….

  6. Pingback: Free Social Media Icons in PNG format | The Ink Blog

  7. Very nice. This is a great ‘from scratch’ way to get a slick email signature, but for my Google apps business gmail-powered signature block, I use one I created through this site I found; It allows a good many configurable options.

  8. Francis says:

    Great stuff brian

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