HrvatskiStep 1
Open settings
In Gmail on a computer, click Settings at the top right, then See all settings.
Brand OS Portal
How to set up one email signature for a team on Gmail and Outlook.
Build one signature, give each person their own details, and send the steps for Gmail or Outlook. This takes about an hour.
Free: your brand in 3 real designs, in 48 hours.
To set up one email signature for a team, build a master layout, fill in each person's name, role and contact line, and send each person the install steps for their mail app.
In Gmail, go to Settings, then See all settings, then Signature. In new Outlook, go to Settings, then Accounts, then Signatures. Steps for both are below.
By Vedran Obradović · Updated 7 November 2026
Do this before anyone touches settings.
Five minutes of planning saves a week of fixes.
- One layout for everyone. Use the signature mistakes list to decide what stays out
- The current logo file, small and linked to your website. See which logo files you need
- A list of people with name, role and contact line
- One owner who answers questions and updates the layout
- A date when everyone switches, so old signatures disappear together
Gmail: add the signature.
These steps are from Google's own help page, checked on 7 November 2026.
Step 2
Paste the signature
Scroll to the Signature box. Type or paste the signature. You can add an image or change the text style.
Step 3
Set the defaults
Choose the signature for new emails and for replies. You can also add it by hand while you write.
Step 4
Save
Click Save Changes at the bottom of the page.
Google says a Gmail signature can hold up to 10,000 characters, and images count toward that. If you see an error, make the image smaller.
Free tool
Make the signature now.
Type a name and a role. You get a clean signature to paste into Gmail or Outlook. It is free and runs right here.
Outlook: add the signature.
These steps are from Microsoft's own help page, checked on 7 November 2026. There are two versions.
| New Outlook for Windows | Classic Outlook for Windows | |
|---|---|---|
| Where | Settings (gear), then Accounts, then Signatures | New email, then Message, then Signature, then Signatures |
| Create | Add signature, give it a name | Under Select signature to edit, choose New and name it |
| Paste | Type and format it in the box | Compose it under Edit signature |
| Defaults | Tick the boxes for new messages and for replies and forwards | Pick it under New messages and Replies/forwards |
| Finish | Save | OK |
Checked on 7 November 2026 on each company's own site. Classic Outlook does not add the new signature to a message that is already open.
Brand OS Portal
Get 3 templates in your brand. Free.
Leave your email. I design them by hand and send them to you within 48 hours. It costs you nothing.
Got it. I start on yours today. Your 3 free templates reach you within 48 hours.
I write to you from [email protected]. If you do not see it, check spam.
Copy this message for your team.
Short and clear gets done. Send each person their own signature as a file or in the mail.
Message: new team signature
Subject: New email signature - please switch by [date] Hi [name], we now use one email signature for everyone. Yours is below. 1. Copy the signature. 2. Gmail: Settings > See all settings > Signature > paste > Save Changes. Outlook: Settings > Accounts > Signatures > Add signature > paste > Save. 3. Set it for new emails and for replies. 4. Send a test mail to [owner] and check it on your phone. Please do not change the logo, font or colours. If something looks wrong, ask [owner]. Thanks, [your name]
Add this step to brand onboarding, so every new hire gets the right signature on day one.
The part everyone forgets: keeping it right.
Setting it up is easy. Keeping 20 signatures current is the real job.
People change roles. Logos change. Campaigns start and end. If each person edits by hand, the team drifts apart in a few months.
With Brand OS Portal, the Signature Builder keeps the brand in every email, every person, always right. You stop paying a designer to fix signatures one by one.
For a wider look at who owns what, read brand governance for startups.
MTG
Brand OS Pro Portal. The team makes its own posts. No waiting.
Deepsea Networks
Brand OS Core Portal. The CEO writes and designs an on-brand LinkedIn post in about 3 minutes.
0 of 6 done
Social Studio
Try one Brand OS Portal tool
From signature to every other format.
This is a real tool from a real Brand OS Portal, on the MTG brand. Change the words. The design stays on brand.
Watch
Watch me show every tool.
I made short videos of the tools. Hear me explain them, then scroll through every one at work. Real tools, on a real brand.
Hear me explain
Every tool at work
Straight answers.
How do I add a signature in Gmail?
In Gmail on a computer, click Settings, then See all settings. Paste the signature in the Signature box and click Save Changes at the bottom.
How do I add a signature in Outlook?
In new Outlook for Windows, go to Settings, then Accounts, then Signatures, and choose Add signature. In classic Outlook, use Message, then Signature, then Signatures.
Can I use different signatures for new emails and replies?
Yes. Both Gmail and Outlook let you choose a default for new messages and a different one for replies.
How do I keep every signature the same?
Use one master layout, one owner and a rule sheet. A builder that locks the layout keeps it right when people change roles. See the common signature mistakes.
Why does my signature image not show?
Some mail apps block images until the reader allows them. Write the company name as text too, and keep the image small.
One more thing.
Death List Five. Five headaches, one portal. Sound on.
Does AI get your brand right? Check it free.
See what ChatGPT says about your company, and how to fix it.
Rather write to me?
Got it.
You hear from me within 2 to 8 hours.