How to give your whole team the same email signature with your logo in Gmail and Outlook

Gmail: create and manage your email signature

From Gmail Help: Create a Gmail signature, on a computer:

1. Open Gmail. "At the top right, click Settings" › "See all settings."
2. "In the "Signature" section, add your signature text in the box." Paste the signature from the generator here.
3. "At the bottom of the page, click Save Changes."

• Length: "You can put up to 10,000 characters in your signature." And: "Your image also counts toward the character limit. If you get an error, try to resize the image."
• Logo: Gmail takes an image by "Web Address (URL)", from "My Drive", or by "Upload". A web address must point to "an image that is publicly available on the web", and for Drive "the image sharing settings must be set to public". (Gmail Help: Troubleshoot signature images)
• Size: "We recommend a signature image that’s 70–100 pixels high by 300–400 pixels wide. The maximum size for email signature images is 100 pixels high by 1000 pixels wide." (Gmail Help: Troubleshoot signature images)
• Phone app: the Gmail app lets you "Set up a signature that shows up only for emails you send from the Gmail app." If you don't, "new messages use the signature you created on your computer."

Outlook: create and add an email signature

From Microsoft Support: Create and add an email signature in Outlook.

New Outlook for Windows and Outlook on the web

1. Open Settings. "Select Accounts > Signatures."
2. "Add signature, then give it a distinct name." Paste the signature into the box.
3. "Select Save when you're done."

Classic Outlook for Windows

1. In a new message: "On the Message menu, select Signature > Signatures." To change it later: "Select File > Options > Mail > Signatures."
2. For the logo: "Select the Image button, locate your image file, and select Insert."

Classic Outlook keeps signatures on one computer: they "are stored locally on the device where they were created and may not be available when you use Outlook on another device." With roaming signatures, available in "Outlook build 2303 or higher", "signatures will be stored in the user's mailbox and they will be available on all devices where that account is configured." (Outlook roaming signatures)

Outlook for Mac

"On the Outlook menu, select Settings." Then "Under Mail, select Signatures." (Microsoft Support)

What an admin can set for the whole team

Sources: Google Workspace: user signatures, Google Workspace: standard footer, Exchange Online: disclaimers and signatures, mail flow rule actions, Exchange Server: organization-wide signatures.

Google also offers a developer route: "You can use the Gmail API to apply the same signature to everyone's settings. The signature appears when users open their compose window and they can edit it if they wish." SyncSignature, WiseStamp, MySignature, and Newoldstamp say on their own pages that they use the Google Workspace API.

Logo and image mistakes that break signatures

1. A logo that isn't public. Gmail needs an image "publicly available on the web" or a public Drive file, and a Google Workspace footer can't use Drive images at all. Put the logo on your own website.
2. A logo that's too big. Keep it within Google's 300–400 pixels wide and 70–100 pixels high. A large image also eats into Gmail's 10,000-character limit.
3. Contact details inside the image. Microsoft: "Microsoft Outlook is configured by default to block automatic picture downloads from the Internet." (Microsoft Support) Write the name, phone, and website as text, so they show even when the logo doesn't.
4. Images pasted the wrong way in classic Outlook. Microsoft: "Using Vector Markup Language (VML) tags in the signature can cause some elements to appear as attachments instead of inline images." Insert the logo with the Image button.
5. Forgetting the phone. The Gmail app has its own signature setting, and classic Outlook signatures stay on the computer where they were made. Check each device once.

Step by step with the free Email Signature generator

1. Open blink-brief.com/email-signature/.
2. Fill in the first person's name, job title, phone number, company, and website.
3. Paste the web address of your logo (the one on your website) into “Logo or photo image link”.
4. Check the preview, then copy the signature. Untick “Show a small Made with Blink Brief link” if you don't want it in your team's emails.
5. Paste it into Gmail or Outlook with the steps above, and save.
6. Change the name, title, and phone for the next person, copy, and send it to them. Repeat for each person.
7. Have everyone send you a test email, and check it in Gmail, in Outlook, and on a phone.

For 5 people, that's 5 copies and 5 pastes, and the same again whenever the logo or an address changes.

Tools that roll the signature out for you

Signature tools install the signature into every Gmail and Outlook account from one dashboard. For 5 people, from their own pricing pages: SyncSignature "$15 a month for up to 5 users", billed annually; MySignature Teams Standard $2.4 per user per month, billed yearly; Signitic free "Up to 19 employees", with its badge in the signature. Prices checked on 1 November 2026. All 7 side by side: email signature tools compared.