User Guide for creating Email Signature

Nextwebi user guide to create a professional Gmail email signature: step-by-step setup, formatting, defaults, and verification to ensure consistent branding and correct contact details.

Team Nextwebi

August 4, 2026

An email signature is a block of text that is automatically added at the end of every email you send. It typically includes your name, job title, company name, contact information, website, and company logo. A professional email signature helps create a consistent brand identity and makes it easy for recipients to contact you.

Step 1: Sign in to Gmail

1. Open your web browser
2. Go to mail.google.com
3. Log in using your Gmail or Google Workspace account

Step 2: Open Gmail Settings

1. Click the Settings icon in the top-right corner
2. Select See all settings

Step 3: Navigate to the Signature Section

1. In the General tab, scroll down to the Signature section
2. Click Create New
3. Enter a name for your signature (Example: Official Signature)
4. Click Create

Step 4: Add Your Signature

Copy and paste the company-provided signature into the signature editor
Your signature may include:

• Company Logo.
• Full Name.
• Job Title.
• Company Name.
• Mobile Number.
• Office Number.
• Email Address.
• Website.
• Social Media Links (if applicable).
• Company Disclaimer (if applicable).

Step 5: Format the Signature

Use the formatting toolbar to:

• Change font style and size..
• Apply bold or italic text..
• Adjust text color..
• Insert hyperlinks..
• Add images or company logo..
• Align the content properly..

Step 6: Set Default Signature

Under Signature Defaults:
For NEW EMAILS, select your newly created signature.
For REPLY/FORWARD, choose:

• Same signature.
• Another signature.
• No signature (based on company policy).

Step 7: Save Changes

1. Scroll to the bottom of the page..
2. Click Save Changes..
Your signature is now ready to use.

Step 8: Verify the Signature

1. Click Compose
2. Ensure the signature appears automatically
3. Check:
◦ Logo displays correctly
◦ Text alignment is proper
◦ Phone numbers are correct
◦ Email address is accurate
◦ Website link opens correctly
◦ Social media links work.

Updating Your Signature

Whenever your contact details change:

1. Go to Settings → See all settings..
2. Scroll to Signature..
3. Edit the required information..
4. Click Save Changes..

Need assistance? Connect with Nextwebi IT Solutions Pvt. Ltd. for support.