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

Step 1:

Once you are ready to set up your email signature, open Apple Mail and select Mail, Preferences, then click Signatures.

Apple Mail 1

Step 2:

In the left column, select the email account you want to create the signature for, then click the + symbol.

Apple Mail 2

Step 3:

In the middle column, type a name for your new signature. 

In the right column, remove any text that may be there and then paste your new or updated email signature (or press Command + V) in there.

Important: Ensure you untick the box at the bottom which says “Always match my default message font” as this will turn your email signature into plain text. If your email signature is still showing up as plain text, try ticking the box at the bottom which says “Place signature above quoted text” and this should make your email signature appear in HTML.

Step 4:

Select your new signature in the “Choose Signature” section near the bottom to use the signature you have just created.

Close the Preferences/Signatures window, click to compose a new email and enjoy your new signature!

34 Replies to “How to Add an Email Signature in Apple Mail (MacOS)”

    1. Hi Victor,

      When pasting your email signature into Apple Mail, the images may show up as blank in the Signatures tab. However, when you go to compose a new email, the images should show up correctly.

      This is normal behavior for Apple Mail as the signature preview window doesn’t always download the images when you paste the signature.

    1. Hi Matthew,

      If your signature is pasting in as HTML, please see my answer above in regards to the images not showing up in the Signatures tab. If your email signature is being converted to Plain Text when you paste it, ensure you untick the box below the signature preview that says “Always match my default message font”. This will allow your signature to be pasted in the HTML format.

  1. I’ve tried unticking “Always match my default message font”, I’ve tried closing the signature window and composing a message, but everything still shows up blank.

    1. Hi Jess,

      When you say it still shows up blank, do you mean the signature is not visible in the compose new message window in your Apple Mail?

  2. Hello,

    Just purchased a signature and using Apple Mail. I paste the signature in the signature window and it appears to format correctly, however, when I create an email the format gets jumbled. ??? Not sure how to fix. Any help would be appreciated. Thank you.

      1. Hi Bryan,

        The formatting issue could be caused if you’re using Safari to copy the signature out of Gimmio. Safari doesnt copy some outer HTML tables correctly which can cause many formatting issues with email signatures. We recommend using Google Chrome when copying your signature out of Gimmio.

        In regards to the social links, in Apple Mail you have to hold down the Command key on your keyboard before clicking the link in your signature.

        If you have any other issues, feel free to reach out to us on support@gimm.io and we will be happy to assist further 🙂

  3. I have the same problem. Created the signature, downloaded in Chrome, installed in Apple Mail, the text is fine but the logo and social media images are grey. Same when I try to use in an email.

    1. Hi Malcolm,

      There are a few things to check in this instance:
      1. That you’re using Google Chrome to copy the signature.
      2. That “Always match my default message font” is unticked at the bottom of the signature installation screen.
      3. If you go into the Apple Mail settings > Viewing tab > “Load remote content in messages” should be ticked.

      If you’re still experiencing issues once you’ve checked these, feel free to email us at support@gimm.io and we will open a ticket for you and investigate.

  4. Hi,

    I have just created a signature, but when I upload it into apple mail its jumbled and not as I created it. I am using chrome, I have unticked the relevant boxes and followed all of the advice you’ve given to other people with the same problem. Please can you help with this.

    Many thanks,

    Laurie

    1. Hi Laurie,

      Are you able to send through a screenshot of how the signature looks when pasted into Apple Mail and we will take a closer look at it for you? Our email is support@gimm.io.

  5. Using Mac Mail and web browser is Firefox. I have unchecked “Always match my default message font” but it still comes through as plain text, and no image.

  6. Hello

    Why does it show up nicely on a laptop, but on iphone looks squished and out of place? How can i change size to fit nicely for both viewing platforms?

    1. Hi Gia,

      We would be happy to take a look into this for you. Most email signatures should look fairly similar, if not the same, on both desktop/laptop and mobile. Feel free to send an email to support@gimm.io and we will help you out.

  7. Hi, I am having trouble getting a logo to scale landscape across in proportion despite modifying pixel size to various sizes. I am using Google Chrome to past into Mail but the graphic keeps distorting and won’t scale across. I have tried various custom templates and no difference. thanks

  8. Hello, I followed all of the instructions in the video and similar issues to everyone else. I could only see plain text in my email signature. At my wits end I decided to click on the “Place signature above quoted text” box and then my signature appeared! All links working, looks great, thanks very much! Thought I’d post incase this helps anyone else…

  9. Is there a way to override the awful blue underlined link for the email address in my signature? It looks great as I built it but when I email it, the recipient sees that awful blue link.

    1. Hi Greg,

      Great question! The blue underline comes up when your email client detects an email address or hyperlink in your signature, and sometimes even for addresses. Usually you can get rid of it by placing a “text-decoration:none” attribute onto the element which is displaying the link in HTML. If you’ve created your signature using Gimmio, simply put in a hyperlink in the hyperlink field of the signature, and this attribute will automatically be added to your signature. However, not all email clients will honor the fact that you’re trying to remove the text-decoration, and will show it anyway.

  10. Hi,
    I have set my signature up fine on apple mail and can send emails and the image shows fine to me and also on my iphone. One of my work colleagues uses a PC and the image is not displaying correctly for her at all. She is using the html version of the outlook reader and has clicked on the image but it doesnt dowload/ display for her. Any thoughts?

    1. Hi Mark,

      It sounds like perhaps your work colleague’s email client isn’t allowing the download of external images. There is usually a setting for most email clients where you can allow/disallow the automatic downloading of external images. I would look there first 🙂

  11. Hi,
    I’ve finished my design, copied it from Chrome, pasted it on Apple Mail, unticked “Always match my default message font”, but it gets ticked again when I exit the Signature settings and the signature doesn’t show. What could be the problem?

    1. Hi Umut,

      Not sure what would be causing this issue with the checkbox getting ticked on exit. It may be a good idea to get one of the Apple support tech’s to take a look at it as they might have the right answer.

  12. Hi!,

    Thanks for the video tutorial, It’s been helpful. Although, I follow all the steps and once I go to create a new email, my signature does look disorganised. Any hints on that? I’d appreciate!

    Bests.

  13. This page covers the clipboard method on the same machine as the webpage is running on.

    What if I need it on another machine? It pastes into TextEdit (or in the body of a new mail message), seemingly preserving all of the formatting, links etc..

    But the Mail Signature window in BigSur [mail14.0] seems to strip out links on img when the copy from TextEdit is then copied and pasted in the signature window. It pastes into a new message body just fine, but not the signature window, which I suspect is trying to re-format on paste?? [This is for a second remote machine, but also tested just on the same local local machine and then an additional local machine.]

    Is there a reason the “pure clipboard” version from Chrome can paste into the signature window, but a paste-copy-paste is treated differently?

    .

    Alternatively, how about the HTML version? How do I then import it into the Mail signature editor? Is there a way to do it WITHOUT bothering with ~/Library/Mail/V_/Maildata/Signatures/ files?

    The HTML version might be preferable, as the HTML can be edited in the future if the formatting needs to be tweaked for some reason.

    But it would be simpler to get the “clipboard from Chrome” method working.

    1. Hi NM,

      If you want to install your signature on a different machine, you can either log in to Gimmio on the different machine and copy your signature from there. Or, you can email the signature to yourself from Gimmio, and open the email on the other machine. Either way will work fine. It’s important to copy the HTML from Gimmio directly because if you paste the signature into an email client, and then copy it from there in the future to paste into another email client/machine, it will cause problems because email clients usually add their “compatibility” code around your HTML code. So then, when you copy it, it will copy that compatibility code as well, which can cause problems with other email clients. That’s why we always recommend copying signatures directly from Gimmio. Hope this helps 🙂

  14. I can’t copy paste html format, it just lets me paste html code in mac signature. Any ideas? because the video tutorial does not show how to paste html code.

    Thank you.
    Regards

  15. Hi There
    I use OS Mail app and iPhone 12 pro max.
    Effortlessly installed the e-signature on both devices.
    I had to change instagram handle and re-installing on both devices is not happening.
    Help please.

  16. Hi Gordon,
    I sent out a few test email signatures to our team and they all got different variations of the signature. One received it with the correct font but the spacing was off. Another one received it and the font was changed, but the spacing was intact. In all cases, the email in my signature was turned blue with an underline (how do I stop that from happening?).

    Thanks.

    1. Hi Giovanni,

      In regards to the signatures having different fonts and spacing, please send through an email to support@gimm.io and we will happily help you out with that. Unfortunately, Apple Mail (and many other email clients) places a blue hyperlink style on text that is either a website, email, or physical address. Other than putting a “text-decoration:none” property in the HTML on the text in question, which Gimmio automatically does in the HTML code, there isn’t much you can do. Many email clients will just place the blue hyperlink or underline there anyway and won’t follow the instructions in the HTML code that ask it not to display any text decorations (like the blue hyperlinking or underlines).

    1. Hi Matthieu,

      It looks like maybe Mac Mail thinks that the end of the message is before the end of the actual message. A lot of mail applications will look at the HTML code that is in the message, and then try to predict where the end of the message is and then add the “Show more” button there.

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