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Gmail Like a Professional- How to Add an HTML Signature to Mail

Gmail Firefox Addon

gmailIf you use Gmail but you’re concerned that it doesn’t come across professionally since you have a boring signature, don’t fret, there is a way to gmail like a professional! If you are using Firefox, visit the Mozilla Add-Ons page and simply click “Add to Firefox” and you’ll be able to add a new HTML signature.

Below is my AG signature and it is pretty simple, some people prefer more flash or more icons, but this works for me (click to enlarge):

gmail like a professional

This addon automatically inserts HTML signatures into all of your Gmail messages based on which address you are sending from. I have multiple signatures set up that I can use based on the occasion, and I can select from a drop down menu which is to be used on the email I am sending and it allows me up to four signature per address. Unlike other addons, this one is supported in the reply/forward function as well, so you won’t have to go copy and paste from other parts of the email.

We suggest your logo and basic contact information, and perhaps a disclaimer or privacy note. This is a great place to highlight your social networks (or perhaps a single aggregate site like and include any brokerage or license information you’re required to.

So in the last week, you’ve learned how to undo a gmail message and now you know how to have a permanent, professional signature that you have complete control over and you’re steps closer to gaining your independence from Outlook!

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Lani is the COO and News Director at The American Genius, has co-authored a book, co-founded BASHH, Austin Digital Jobs, Remote Digital Jobs, and is a seasoned business writer and editorialist with a penchant for the irreverent.



  1. Loren Nason

    February 1, 2010 at 3:00 am

    Cool add-on.

    But, I love plain text signatures with maybe a couple of links to your SocMed profiles.

    But then again I’m old-skool like that and sometimes love a cmd line over a GUI interface.

    For those that do use this add-on I would suggest to not have too many links in your signature because that can also flag your email as spam.

    • Lani Rosales

      February 1, 2010 at 10:24 am

      I agree, simple is better, but I’ve learned that a disclaimer is crucial for what I do every day AND not using a logo is a simple branding opportunity missed.

      That said, you’re right about the tons of links, so as mentioned above an aggregator might be best (my fave is, you?). Thanks for weighing in, Loren- that’s a great point about getting flagged!

  2. Susie Blackmon

    February 1, 2010 at 4:16 am

    Dang, I’m in love with Wise Stamp! Appreciate Loren’s comments too.
    P.S. I LOVE being away from Outlook.

    • Lani Rosales

      February 1, 2010 at 10:25 am

      Isn’t freedom great, Susie!?! 🙂

  3. MIssy Caulk

    February 1, 2010 at 8:24 am

    Great find Lani.

    That was one of the reasons I didn’t change to gmail exclusively.

    I was told this by someone else this week, Lorens comment about links. I have 3 in mine, blog, search site and google profile. I need to figure out a new one.

    • Lani Rosales

      February 1, 2010 at 10:34 am

      Glad you enjoy it, @MissyCaulk! 🙂 Regarding email links, three is about as many as you should have, but you *could* create one page on your website that has all of those links on it and use THAT as your signature link?

      So, it would be a page that said something like:
      “Glad you clicked on the link in my email signature, aren’t you clever? Here is everything you should know about me… I hate french cuff links, I’ve been an agent since I was 18, I have an affinity for historic homes and I’m a dedicated blogger.

      Here are some things you can do while you’re here:
      Search All Ann Arbor Homes (with one click and you aren’t even required to register!)
      Read my Real Estate Blog (about architecture, market stats and real estate news)
      Check out my Google Profile (to see what social networks I’m available on)”

      … something like that. Is that workable for you? 🙂

  4. Michael Patton

    February 1, 2010 at 9:39 am

    I’m not the “sharpest tool in the shed” on TECH stuff…. so first off thanks for what you share with us.

    In the “past” I’ve had some issues using other browsers (non MS/IE)… can anyone tell me if Mozilla/Firefox add on’s have solved those problems OR is there a way to use the html sig with Explorer?

    • Lani Rosales

      February 1, 2010 at 10:37 am

      Firefox is a superior web browser to Internet Explorer (which thousands of people are lobbying to get rid of, by the way), and Google Chrome and Apple’s Opera browser are superior to Firefox.

      If you must use IE, here is a hack for creating an HTML signature for Gmail.

  5. Ken Montville

    February 1, 2010 at 9:40 am

    Woooo Hoooo!! I [heart] HTML signatures. Does it convert to text if the recipients e-mail client doesn’t accept HTML which is common in the US Government (my area’s largest employer)?

    Next Gmail question – is there a way to divert incoming e-mail into the Labels they’re assigned to as soon as they come in? (sort of like an Outlook “rule”). I got the part where the labels get attached to incoming mail but they still sit in my Inbox until I move them.

    • Michael Patton

      February 1, 2010 at 10:13 am

      Applying the labels and auto moving emails into their own folders is accomplished (on my gmail, anyways) by clicking the drop down on the right hand side called “more actions”… there you’ll find “FILTER messages like these”… which is like RULES.

      • Ken Montville

        February 1, 2010 at 10:19 am

        I got that far….there is a choice to “Archive it” is that the same as moving it automatically to the designated folder/label? Thanks for the help.

        • Michael Patton

          February 1, 2010 at 10:24 am

          I’ve got a few moments if you want to call me (702-883-2131) I’m prepping for a couple of listing appts this morning… but it won’t take long to walk you through it.

          NOTE: I’m not seeing “archive” when I create a filter… so don’t know where you’re at on the GMail page.

          More NOTE: I use the GMail PARTNER page… have my domain directed to them… maybe my screen is different than yours?

          • Lani Rosales

            February 1, 2010 at 10:38 am

            If y’all don’t get it worked out, let me know, I’m happy to provide answers 🙂

          • Ken Montville

            February 1, 2010 at 4:50 pm

            Hey, Michael – Missed your comment since I didn’t subscribe to notifications at the bottom. I left my number on your voice mail. Thanks!!

          • Ken Montville

            February 1, 2010 at 4:52 pm

            Hey, Michael

            One of my incoming e-mails just dropped into a folder/label bypassing my Inbox so it looks like I got it figured out. Many thanks!!!

  6. Ken Montville

    February 1, 2010 at 9:44 am

    Hmmmm. Just tried to install it into my Firefox 3.6 and it didn’t go. Maybe it needs an update to be compatible?

  7. Andy Morris

    February 1, 2010 at 2:02 pm

    I use wisestamp for firefox and just recently found out they have the same extension for chrome which is one reason i haven’t switched. i love it.

  8. Greg Fleischaker

    February 5, 2010 at 5:50 pm

    Great points, I’ve been guilty of loading up way too many links in my email signature, and have really pared it back. Late apologies to anyone that I might have sent one of my old emails to!

  9. Lori Luza

    February 12, 2010 at 10:56 am

    Lani, thank you so much for this. I’ve been wanting to do this for a while. Now, I know how and have made the time to start setting it up!

  10. Ken Montville

    April 2, 2010 at 3:36 pm

    I just tried the Blank Canvass product and it wouldn’t install. Bummer. No support other than a forum. Double bummer. Any other suggestions.

    • Lani Rosales

      April 2, 2010 at 7:44 pm

      I’ve never used this, but other commenters recommend it:

      Let me know if that works for ya! 🙂

      • Ken Montville

        April 2, 2010 at 9:26 pm

        Thanks! I actually saw that on a Google signature forum (who woulda known there was such a thing!?). It downloaded perfectly and works pretty good. I haven’t played around with the logo insertion yet but I like the ability to add hypelinks and the social media icons. The only down side is the ad for itself that it embeds at the bottom. It’s free, though, so I guess they’re entitled.

        On another Gmail topic, I downloaded MailBrowser, too and that seems to work perfectly. I noticed it has a check box to not allow the automatic downloading of attachments which I checked thinking viruses love attachments. I’m guess (though, I’m not sure) that If I voluntarily download an attachment it’ll do all the wonderful MailBrowser stuff.

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