Where to add pronouns in your email signature
Most email clients let you add pronouns to your signature in the same place you add your name and job title. The exact steps depend on which email service you use — Gmail, Outlook, Apple Mail, and others each have their own settings — but the principle is the same: you edit your signature text to include pronouns in parentheses or after your name.
Pronouns typically go on the same line as your name or on the line immediately below it. Common formats are "James Rodriguez (he/him)" or "James Rodriguez | he/him". Some people put pronouns on a separate line with their title, like "Senior Editor | she/her". There is no single correct format — choose what looks clean and reads naturally to you.
Key Takeaways
- Gmail, Outlook, and Apple Mail all have signature settings in their preferences or account settings, and you can add pronouns as plain text in the same field where you type your name.
- Pronouns work best when they appear on the same line as your name or immediately below it, in a format like "James Rodriguez (he/him)" or "James Rodriguez | she/her".
- If you use multiple email accounts or devices, you may need to add pronouns to each signature separately, since signatures do not sync across all platforms.
- Some email clients let you create multiple signatures for different contexts, so you can have one with pronouns for work and another for formal external communication if you prefer.
Adding pronouns in Gmail
In Gmail on the web, go to Settings (the gear icon in the top right), then select "See all settings". Click the "Signatures" tab. In the signature field, type or edit your existing signature to include your pronouns. You can add them on the same line as your name — "James Rodriguez (he/him)" — or create a new line below your name.
Once you have typed your signature with pronouns included, scroll down and click "Save Changes". The signature will now appear at the bottom of every email you send from that Gmail account. If you use Gmail on your phone through the Gmail app, note that the app does not have a signature editor — you must set your signature on the web version, and it will then appear in emails sent from the app.
Adding pronouns in Outlook
In Outlook on the web, select the gear icon in the top right and choose "View all Outlook settings". Go to "Mail" and then "Compose and reply". Scroll to the "Email signature" section. Type your signature with pronouns included, then click "Save" at the bottom of the page.
In Outlook on your desktop (Windows or Mac), open Outlook and go to File > Options (Windows) or Outlook > Preferences (Mac). Select "Mail" and then "Signatures". Create a new signature or edit an existing one, add your pronouns, and click "OK" or "Save". Desktop Outlook lets you assign different signatures to different email accounts, so if you have multiple accounts, you can set pronouns on some and not others.
Adding pronouns in Apple Mail and iCloud Mail
In Apple Mail on Mac, open Mail and go to Mail > Preferences. Click the "Signatures" tab. Select the email account you want to edit on the left side, then type or edit your signature in the text box. Add your pronouns on the same line as your name or below it, then close the window. The changes save automatically.
If you use iCloud Mail through a web browser, go to iCloud.com, open Mail, and click the settings gear. Select "Preferences" and then "Signatures". Type your signature with pronouns, then click "Done". On iPhone or iPad, the Mail app does not have a built-in signature editor — you must set your signature on a Mac or through iCloud.com on the web.
Formatting pronouns so they stand out
Pronouns work best when they are easy to spot without being distracting. Putting them in parentheses after your name — "James Rodriguez (he/him)" — is the most common format and signals that they are optional information. Using a vertical bar or dash — "James Rodriguez | he/him" or "James Rodriguez — she/her" — also works and creates a visual break.
Some people put pronouns on a separate line with their title or department, like this:
James Rodriguez Senior Editor | she/her Everyday Tech
Avoid using all caps or bold formatting for pronouns unless you use it for other parts of your signature too. The goal is to make pronouns visible and normal, not to make them stand out as unusual or require special attention.
Syncing pronouns across devices and accounts
Email signatures do not automatically sync across all your devices and accounts. If you use Gmail on your phone, tablet, and desktop, you only need to set your signature once in the web version — it will appear in emails sent from all those devices. But if you use both Gmail and Outlook, or if you have multiple email accounts, you need to add pronouns to each signature separately.
Some email services let you create multiple signatures for different purposes. In Outlook, you can create one signature with pronouns for internal emails and another without pronouns for external clients if you prefer. In Gmail, you can only have one signature per account, but you can edit it at any time if your needs change.
What to do if your email client does not support signatures
A few email services and apps do not have a signature feature, or the feature is limited. If you use a service that does not support signatures, you can type your pronouns manually at the end of each email, or you can use your email client's text expansion or auto-correct feature to insert them automatically.
Some phones and computers let you create keyboard shortcuts that expand into longer text. On Mac, you can go to System Preferences > Keyboard > Text and create a shortcut like ";;sig" that expands to your full signature with pronouns. On Windows, you can use the built-in text replacement feature or a third-party tool like AutoHotkey. On iPhone, go to Settings > General > Keyboard > Text Replacement and add your signature there.
Frequently Asked Questions
Do I have to add pronouns to my email signature?
No. Adding pronouns is optional and entirely your choice. Some people add them to signal that they welcome pronoun sharing, others add them because it matters to them personally, and others do not add them at all. There is no requirement or expectation in any email service.
Can I change my pronouns in my signature without changing my name?
Yes. You can edit your signature at any time to update your pronouns. In Gmail, Outlook, and Apple Mail, you simply go back to the signature settings, edit the text, and save. The change takes effect immediately for new emails you send.
Will my pronouns show up in emails I already sent?
No. Changing your signature only affects new emails going forward. Emails you already sent will keep the signature that was in place when you sent them. If you want to update pronouns in a past email, you would need to resend it or ask the recipient to disregard the old version.
What if my workplace does not allow custom signatures?
Some organizations use a centralized signature system that all employees must use, and individual customization is not allowed. If that is the case at your workplace, you would need to talk to your IT department or manager about whether pronouns can be added to the company-wide signature template.
Can I add pronouns to my signature in the mobile email app?
It depends on the app. Gmail's mobile app does not have a signature editor — you must set it on the web. Outlook's mobile app also does not have a signature editor. Apple Mail on iPhone does not have a signature editor either. If you need to set pronouns on a phone, use the web version of your email service instead, and the signature will appear in emails sent from the mobile app.