How to Set Up an Email Signature on Your Phone

Why Set Up an Email Signature on Your Phone?

If you send work emails from your phone, your messages probably go out without your contact details, job title, or company name. Setting up a mobile email signature means every email you send — whether from your desk or on the go — looks professional and consistent.

This is especially important if you work in the field or spend time away from the office. Clients and suppliers receive your full contact details every time.

Setting Up a Signature in Outlook on iPhone

Step 1: Open Outlook Settings

• Open the Outlook app
• Tap your profile picture or initials in the top-left corner
• Tap the Settings gear icon at the bottom-left
• Scroll down and tap Signature

Step 2: Edit Your Signature

• You will see a default signature that says "Get Outlook for iOS"
• Delete the existing text
• Type your new signature

Example signature:

Jane Smith Practice Manager Phone: 1300 521 162 jane@company.com.au Company Name Pty Ltd

Step 3: Save

Tap the back arrow — your signature saves automatically.

Setting Up a Signature in Outlook on Android

Step 1: Open Settings

• Open the Outlook app
• Tap your profile picture or initials in the top-left
• Tap the Settings gear icon
• Tap Signature under your email account

Step 2: Edit Your Signature

• Delete the default "Get Outlook for Android" text
• Type your professional signature
• Tap the checkmark or Save to confirm

Setting Up a Signature in Gmail on iPhone

Step 1: Open Gmail Settings

• Open the Gmail app
• Tap the three lines (menu) in the top-left
• Scroll down and tap Settings
• Tap your email account
• Tap Signature settings

Step 2: Enable and Edit

• Toggle Mobile Signature on
• Type your signature in the text box
• Tap back to save

Note: Gmail mobile signatures are separate from your desktop signature. You need to set them up in both places.

Setting Up a Signature in Gmail on Android

Step 1: Open Settings

• Open the Gmail app
• Tap the three lines (menu)
• Tap Settings
• Tap your email account
• Tap Mobile Signature

Step 2: Enter Your Signature

• Type your signature in the text field
• Tap OK

Tips for Mobile Email Signatures

Keep it short. Phone screens are small. Include only the essentials:

• Your full name
• Job title
• Phone number
• Email address
• Company name

Leave out:

• Large images or logos (they often display incorrectly on mobile)
• Social media links (they clutter small screens)
• Long disclaimers (these are better handled by your email system centrally)

Match your desktop signature. Your mobile signature should contain the same information as your desktop version, even if the formatting is simpler.

If Your Organisation Uses a Centralised Signature Tool

Some businesses use a central tool (like Exclaimer or CodeTwo) that automatically applies signatures to all outgoing emails. If your company uses one of these, your mobile signature may be applied automatically by the server.

Check with your IT team if you are unsure whether you need to set one up manually.

Troubleshooting

Signature not appearing on sent emails

• Make sure you saved the signature after editing
• Close and reopen the email app
• Check that the signature is enabled (not just saved)

Signature looks different on phone vs desktop

• Mobile email apps have limited formatting options
• Stick to plain text for the most consistent results
• Avoid copying and pasting formatted text from Word or a website

Old signature still showing

• Clear the signature field completely, save, then re-enter your new signature
• Restart the app

Need Help?

If you need help setting up your email signature or want a consistent signature across your team, contact helpdesk@netlumait.com.au or call 1300 521 162.