One signature,
everyone.
Put your name in, hit copy, paste it into Gmail. Takes about a minute and you never have to think about it again.
Revised draft for review
Hi Marta,
Thanks for the call this morning. I’ve attached the revised draft — the changes we talked about are in section 4, and I left a comment anywhere I need your decision.
Thursday still works on my end for the follow-up.
Best,
Anna
Getting it into Gmail
Signature
(appended at the end of all outgoing messages)
Signature defaults
↓ then three unrelated sections — indicators, snippets, vacation responder ↓
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Open your signature settings
In Gmail, click the gear icon in the top right, then See all settings. Stay on the General tab and scroll down to Signature.
Or jump straight there: mail.google.com → Settings → General.
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Create a new signature
Click Create new, name it Variant, and confirm. If you already have an old one, make a fresh one rather than editing the old — leftover formatting tends to survive edits.
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Paste into the editing box
Click inside the empty signature box and paste with ⌘V.
Not ⌘⇧V — “paste without formatting” strips the logos and the layout, which is the single most common way this goes wrong.
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Set it as your default
Right under the box, in Signature defaults, select your new signature for both For new emails use and On reply/forward use.
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Fix how it looks in replies
Directly below those two dropdowns is a single checkbox. Gmail ships it off — tick it.
Insert signature before quoted text in replies and remove the "--" line that precedes it.
Left off, Gmail prints a bare
--above your signature and drops the whole block below the quoted thread — so on every reply the logos sit hidden behind the “…” button, where nobody expands them. -
Scroll to the bottom and save
Gmail does not autosave. Scroll all the way down and click Save Changes, then send yourself a test email to confirm the logos load.
The logos don’t show up
Nine times out of ten the signature was pasted as plain text. Delete it, copy again from this page, and paste with a plain ⌘V.
If they’re still missing, check whether your own Gmail is set to ask before displaying external images — Settings → General → Images. That only affects what you see; recipients will be fine.
There’s a “--” above it, or it sits below the “…” in replies
Both symptoms come from the same unchecked box under Signature defaults: Insert signature before quoted text in replies and remove the "--" line that precedes it.
Tick it and both go away at once — the -- separator disappears and the signature moves up directly under your reply instead of trailing the quoted thread.
No signature appears at all
Nine times out of ten the change was never saved. Gmail does not autosave, and Save Changes sits far below the fold at the very bottom of the settings page.
If it was saved, check that Signature defaults has not been left on No signature.
The old signature appears instead of the new one
Editing or creating a signature does not select it. Both dropdowns under Signature defaults have to be pointed at the new entry by hand.
Both signatures appear, one under the other
The new one was pasted into a box that still held the old one. Click into the box, select all, delete, then paste again.
Seeing your signature repeat down a long reply chain is a different thing, and not a fault — every quoted message carries the copy that was sent with it.
What about the Gmail app on my phone?
The mobile app keeps a separate, plain-text-only signature and does not sync with the desktop one. It can’t show logos. Either leave it as your name and title typed out, or turn it off — replies from your phone will still carry the thread’s context.
I use Outlook / Apple Mail / something else
The same copy works in any editor that accepts rich text — paste it into the signature field and save. For clients that only take raw HTML, grab the source instead: