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DocsEmail Signatures
Create and manage email signatures
You can keep up to 20 signatures, each with its own name, and mark one of them as your default. The default is the one added automatically when you write.
Open your signatures
Add one
Save it
Make default on the signatures page and the Default signature picker in Email settings both choose which signature is added for you. Exactly one signature is your default at a time. If you set them to different signatures, the Email settings picker is the one that wins.
To stop signatures being added automatically, open Email settings, go to Composing, and set Default signature to No default signature. Nothing is added to new messages, replies or forwards from then on, including any signature you had before you started using this page.
Your saved signatures are untouched and you can still insert one by hand while writing. Pick a signature in the same place to turn automatic signatures back on. Creating a signature counts as picking one: it becomes your default and turns automatic signatures back on, because creating a signature you did not want added is not a thing anyone means to do. Only No default signature here, and Discard on the old-draft card, switch them off.
Your default signature is added at the end of the message, after a short -- separator line. It is added:
- when you start a new message,
- when you reply, in the thread or from the compose window, and
- when you forward a message.
A draft you reopen keeps the signature it was saved with, so resuming one never stacks a second copy underneath the first.
It is not added on a cold-outreach reply, which sends from a dedicated outreach mailbox with its own footer. In that case, and any time you want a different signature than your default, insert one by hand: type /signature in the message body, or use Insert from CRM and pick the Signature tab, where your default is marked (default).
Signatures are yours alone. They are not shared with teammates and are not tied to a particular connected mailbox, so the same default applies whichever of your accounts you send from.
The signature editor uses the same formatting bar as the email composer, so what you can do here is what you can do when writing a message.
- Text: Bold, Italic, Underline, Strikethrough.
- Lists: Bullet list and Numbered list.
- Links: point at your website, a social profile, or a booking page.
- Images: add a logo or headshot by pasting its web address. There is no file upload here, so the image needs to be hosted somewhere already.
- Alignment, quotes, inline code, and headings are all available too, with Undo and Redo.
Above the signature box there is an Edit as HTML switch. Turn it on and the formatting bar is replaced by a plain markup box: what you paste is what is saved. A signature built elsewhere as a table keeps its columns, its spacing and the position of its logo, instead of being flattened into stacked lines. Turn the switch off to go back to writing with the formatting bar.
The switch is in both places a signature can be edited: the signature manager described above, and the signature panel in Email settings under Composing. It does not matter which one you opened.
A signature saved this way is added to your messages as one block. While you write you can move it or remove it in one go, and it goes out exactly as you saved it. Its wording is changed here rather than in the message: the block carries an Edit signature link that opens the signature manager in a new tab, so the message you are writing is never navigated away from. A plain text signature behaves as it always has: it is added as ordinary lines you can edit in the message.