How to Set Up a Professional Email Signature

A polished email signature is more than just your name—it’s a digital business card that builds credibility, promotes your brand, and gives recipients easy ways to contact you.

At ETS IT Solutions, based in Ronkonkoma, Long Island, we help businesses across Suffolk and Nassau County set up branded, secure, and professional-looking email systems. One thing we always recommend? A clean, consistent email signature.

In this post, we’ll cover:

• Why email signatures are important

• What to include (and what to avoid)

• Step-by-step setup instructions for Gmail, Outlook, and Apple Mail

• Tips to boost trust and brand recognition

What to Include in Your Email Signature

Here’s a basic, professional structure that works for most industries:

Name
Title | Company Name
Phone Number | Email Address
Company Website
Office Address (optional for local businesses)
Company Logo or Small Headshot
Social Media Links (LinkedIn, etc.)

How to Set Up a Professional Email Signature in Gmail

1. Open Gmail.

2. Click the gear icon > See all settings.

3. Under the General tab, scroll to Signature.

4. Click Create new, give it a name.

5. Type or paste your email signature details.

6. Use the formatting toolbar to:

   • Add your logo (insert image)

   • Create links to your website and social profiles

7. Set your new signature for New emails and Replies/forwards.

8. Scroll down and click Save Changes.

How to Set Up an Email Signature in Outlook (Desktop App)

1. Open Outlook.

2. Click File > Options > Mail.

3. Click Signatures…

4. In the E-mail Signature tab, click New.

5. Add your signature text and format it.

6. Insert your logo by clicking the image icon.

7. Add hyperlinks to your website and social profiles.

8. Assign the signature to new messages and replies/forwards.

9. Click OK to save.

How to Add an Email Signature in Apple Mail (Mac)

1. Open Apple Mail.

2. Go to Mail > Settings (or Preferences).

3. Click the Signatures tab.

4. Select your email account and click the + button.

5. Enter your signature details.

6. Drag and drop your logo image if needed.

7. Choose to always insert the signature automatically for that account.

At ETS IT Solutions, we help businesses across Ronkonkoma, Islip, Hauppauge, and the greater Long Island area standardize professional, branded email signatures company-wide. Whether you’re using Microsoft 365, Google Workspace, or another platform, we’ll help you create secure, consistent signatures that elevate your business image.

📞 Call today for help setting up business email, branding your team’s communications, or managing company-wide email security.