Signature Not Appearing

If your signature isn't appearing in emails, this guide helps you diagnose and fix the issue across different email clients.

Quick Checklist

Before diving deep, verify these basics:

1. Signature is set as default in your email client
2. Correct account is selected (if multiple accounts)
3. You've saved all settings
4. You've composed a new email to test

Gmail Issues

Signature Not in New Emails

Check signature is set:

1. Go to Gmail Settings (gear icon > See all settings)
2. Scroll to Signature section
3. Verify your signature is created and selected
4. Under "Signature defaults", ensure "For new emails use" is set

Check account:

If you have multiple Gmail accounts, each has separate signature settings.

Signature Not in Replies

Gmail has separate settings for replies:

1. Go to Gmail Settings
2. Scroll to Signature section
3. Find "On reply/forward use"
4. Select your signature (or "same as new emails")
5. Save changes

Signature Shows at Very Bottom

By default, Gmail puts signatures after quoted text:

1. Go to Gmail Settings
2. Scroll to Signature section
3. Check "Insert signature before quoted text in replies"
4. Save changes

Outlook Issues

Desktop Outlook (Windows)

Verify signature exists:

1. Go to File > Options > Mail
2. Click Signatures
3. Check your signature is listed

Set as default:

1. In Signatures window, find "Choose default signature"
2. Select your account
3. Set "New messages" to your signature
4. Set "Replies/forwards" as desired
5. Click OK

Restart Outlook after making changes.

Desktop Outlook (Mac)

1. Go to Outlook > Preferences
2. Click Signatures
3. Select your account
4. Choose your signature for "New messages" and "Replies/forwards"
5. Close preferences

Outlook Web

1. Click Settings (gear icon)
2. Click View all Outlook settings
3. Go to Mail > Compose and reply
4. Scroll to Email signature
5. Check both:

• "Automatically include my signature on new messages"
• "Automatically include my signature on messages I forward or reply to"

1. Save

New Outlook for Windows

The new Outlook has different settings:

1. Click Settings (gear icon)
2. Go to Email > Signature
3. Select your signature
4. Toggle automatic inclusion for new messages and replies

Apple Mail Issues

macOS

1. Go to Mail > Settings > Signatures
2. Select your email account (left column)
3. Verify signature is listed
4. Check "Choose signature" dropdown is set correctly
5. Restart Mail

iOS

1. Go to Settings > Mail > Signature
2. Verify signature is entered
3. Check it's assigned to the correct account

Common Causes

Wrong Account Selected

If you have multiple email accounts:

• Each account has its own signature settings
• Verify you're composing from the correct account
• Check signature assignment for each account

Signature Not Saved

After creating a signature:

1. Always click Save/OK
2. Close all settings dialogs properly
3. Restart the email client to be sure

Conflicting Settings

Some email systems have multiple signature locations:

• Client-side signatures (your computer)
• Server-side signatures (company IT)
• Mobile vs. desktop settings

Ask IT if there are server-side rules affecting signatures.

Signature Disabled for Account

In multi-account setups, signatures may be disabled for specific accounts. Check each account's settings individually.

Testing Your Signature

Send a Test Email

1. Compose a new email
2. Address it to yourself
3. Check if signature appears in the compose window
4. Send the email
5. Check received email for signature

Test Replies

1. Reply to any email
2. Check if signature appears
3. Send a test reply to yourself
4. Verify signature in received reply

Test Mobile

If using mobile email:

1. Compose email on your phone
2. Check signature appearance
3. Send test to your desktop email
4. Verify how it looks when received

Advanced Troubleshooting

Clear Cache and Restart

Gmail (Web):

1. Clear browser cache
2. Log out and back in
3. Re-check settings

Outlook (Desktop):

1. Close Outlook
2. Restart computer
3. Reopen Outlook
4. Re-verify settings

Apple Mail:

1. Quit Mail (Cmd+Q)
2. Reopen Mail
3. Check signature settings

Re-create the Signature

If nothing else works:

1. Delete the existing signature
2. Close the email client
3. Reopen and create a fresh signature
4. Copy new HTML from Signkit
5. Paste into the new signature
6. Save and test

Check for Extensions/Add-ins

Browser extensions or email add-ins may interfere:

1. Disable extensions temporarily
2. Test signature
3. Re-enable one by one to find conflicts

Corporate/IT Policies

Your organization may have policies that:

• Override personal signatures
• Apply server-side signatures
• Disable signature features

Contact your IT department if you suspect organizational restrictions.

When Signature Appears for You but Not Recipients

This is usually an image loading issue rather than signature appearance:

• See Images Not Displaying
• Recipients may need to enable images
• Check if your images use HTTPS

Email Client-Specific Notes

Gmail Mobile App

• Mobile signatures are separate from desktop
• Go to Settings > [Account] > Signature settings
• Enable "Mobile Signature"

Outlook Mobile

• Open Outlook app
• Tap profile icon > Settings gear
• Tap your account > Signature
• Enable and configure

Windows Mail App

• Go to Settings > Signature
• Toggle on "Use an email signature"
• Configure per account or for all accounts

Still Not Working?

If you've tried everything:

1. Document your settings (screenshots)
2. Note which email client and version
3. Contact support@signkit.io
4. Include:

• Email client name and version
• Operating system
• Steps you've already tried
• Screenshots of your settings

Prevention Tips

After Setup

• Send test emails immediately
• Verify on multiple devices
• Check both new emails and replies

Regular Checks

• Test periodically (monthly)
• Re-verify after email client updates
• Confirm after OS updates

Next Steps

• Fix formatting issues
• Fix image loading problems
• Gmail setup guide
• Outlook setup guide