Email footers are signature blocks that appear at the bottom of every message you send

An email footer is a block of text, contact information, or branding that automatically appears at the end of your emails. It typically includes your name, job title, phone number, website, or company logo. Most email clients let you create one footer that applies to all outgoing messages, though you can usually set up different footers for different accounts if you have multiple email addresses.

The process varies slightly depending on which email client you use — Gmail, Outlook, Apple Mail, and others each have their own settings. Once you create a footer, it saves time by removing the need to type the same information in every message, and it gives your emails a consistent, professional appearance.

Key Takeaways

  • Email footers are created in your email client's settings, not in the message itself, so they appear automatically on every outgoing email.
  • Gmail footers are set up under Settings > Signature, Outlook uses Settings > Mail > Signatures, and Apple Mail uses Mail > Settings > Signatures.
  • You can include text, links, phone numbers, and images in most email footers, but keep them brief so they do not make your messages harder to read.
  • Different email clients handle footer formatting differently, so test your footer by sending a message to yourself before relying on it for important correspondence.

How to create a footer in Gmail

Open Gmail in your web browser and click the gear icon in the top right corner, then select See all settings. Scroll down to the Signature section. Click Create new and give your signature a name — this is useful if you manage multiple Gmail accounts and want different footers for each one.

In the text box below, type or paste the information you want to appear in your footer. You can format the text using the toolbar: make text bold or italic, change the font size, add links, or insert an image. When you are finished, scroll to the bottom of the settings page and click Save Changes. Your footer will now appear on all new messages you compose. If you want the footer to appear on replies and forwarded messages as well, check the box labeled Insert this signature before quoted text.

How to create a footer in Outlook (web and desktop)

In Outlook on the web, click the gear icon in the top right, then select View all Outlook settings. Go to Mail > Compose and reply, then scroll to the Email signature section. Type your footer text in the box provided. You can use the formatting toolbar to adjust fonts, colors, and alignment. When you are done, click Save at the bottom of the page.

In Outlook on your desktop computer, open the application and go to File > Options > Mail > Signatures. Click New, give your signature a name, and type your footer text in the editing area. Use the formatting buttons to style your text. Click OK when finished. Your footer will appear on all new messages. If you want it to appear on replies and forwards, check the box for Replies and forwards in the signature settings.

How to create a footer in Apple Mail

Open Apple Mail and click Mail in the menu bar at the top of your screen. Select Settings (or Preferences on older versions of macOS), then click the Signatures tab. On the left side, select the email account you want to add a footer to. Click the plus sign (+) at the bottom to create a new signature, then type your footer text in the box on the right.

Apple Mail does not have a built-in formatting toolbar in the signature editor, so you cannot easily change fonts or colors directly. However, you can copy formatted text from another application (like a word processor) and paste it into the signature box, and the formatting will usually carry over. When you are finished, close the settings window. Your footer will appear on all new messages sent from that account.

What to include in your email footer

A professional email footer typically includes your full name, job title, company name, phone number, and website or email address. Keep it concise — most footers are two to four lines of text. If you represent a business, you might also add a company logo or a link to your social media profiles, but avoid cluttering the footer with too much information.

Some people add a legal disclaimer or confidentiality notice to their footer, especially if they work in law, finance, or healthcare. Others include a call to action, like "Schedule a meeting" with a link to their calendar. Think about what information the people who receive your emails actually need, and include only that. A footer that takes up half the screen will frustrate readers and make your messages harder to scan.

Formatting and design tips for footers

Most email clients support basic text formatting like bold, italic, and different font sizes. Some also allow you to add horizontal lines, change text color, or insert images. However, not all email clients display formatting the same way — a footer that looks polished in Gmail might appear differently when someone reads it in Outlook or on their phone.

To avoid problems, use simple formatting: stick to one or two font sizes, avoid bright colors that might not display correctly, and test your footer by sending a message to yourself or a colleague. If you include an image (like a company logo), keep it small so it does not slow down email delivery or make the message harder to read on mobile devices. Plain text with a few strategic line breaks is often more reliable than heavily formatted footers.

Managing multiple footers for different accounts

If you have more than one email account set up in your email client, you can create a different footer for each one. In Gmail, you name each signature and then select which one to use for each account in the settings. In Outlook, you create multiple signatures and then assign them to different accounts under Compose and reply. In Apple Mail, you select the account on the left side of the Signatures window before creating a new signature.

This is useful if you have a work email and a personal email, or if you manage accounts for different clients or projects. Each account can have its own footer with the appropriate contact information, branding, or legal disclaimers. When you compose a new message, your email client will automatically use the footer associated with the account you are sending from.

Frequently Asked Questions

Can I add an image or logo to my email footer?

Yes, most email clients allow you to insert images into your footer. In Gmail and Outlook, use the image button in the signature editor to upload a file from your computer. Keep the image small — under 100 pixels wide is usually best — so it does not slow down email delivery or look oversized on mobile phones.

Will my footer appear on emails I forward or reply to?

By default, most email clients add your footer only to new messages you compose. If you want it to appear on replies and forwards as well, look for an option in your signature settings. In Gmail, this is labeled Insert this signature before quoted text. In Outlook, it is under Replies and forwards. Note that adding your footer to every reply can make conversations longer and harder to follow.

What if my footer looks different on someone else's email client?

Email clients display formatting differently, so a footer that looks good in Gmail might appear slightly different in Outlook or on a phone. Stick to simple formatting — basic fonts, standard colors, and modest text sizes — to minimize these differences. Test your footer by sending a message to yourself and opening it in different email clients or on your phone before using it for important messages.

Can I use HTML code to create a more complex footer?

Some email clients, particularly Outlook, allow you to paste HTML code directly into the signature editor. However, this requires technical knowledge and can cause compatibility issues if the recipient's email client does not support certain HTML elements. For most users, the built-in formatting tools are simpler and more reliable than writing HTML by hand.

How do I remove or change my footer?

Go back to your email client's signature or settings area and either delete the footer entirely or edit the text. In Gmail, click the trash icon next to the signature name. In Outlook, select the signature and click Delete. In Apple Mail, select the signature and click the minus sign (−). Changes take effect immediately on all new messages you send.