How to Add and Manage Email Signatures in HubSpot CRM

To add or change your email signature in HubSpot, click the settings icon, go to General, open the Email tab and click Manage email signatures in the Configure section. Type your signature in the Simple editor or click HTML to paste code, then click Save.

Checked against the HubSpot Knowledge Base on October 20, 2026.

The same steps work whether you are adding a signature for the first time, editing it, or updating it after a job title or phone number change. HubSpot applies this signature to the emails you send from the CRM. Shared team addresses and marketing emails work differently, and both are covered below.

How to add or change your email signature in HubSpot

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to General.
3. Click the Email tab.
4. In the Configure section, click Manage email signatures.
5. Enter your signature in the text box. In the Simple editor, use the icons to format text, insert a link or insert an image. To work in code, click HTML and edit the HTML.
6. Click Save.

You can also reach the same page from your profile picture in the top right corner. Clicking Profile & Preferences opens the General section of account settings.

Older guides tell you to scroll to Email and click "Configure email signature." That label no longer matches HubSpot's documentation. The current button is Manage email signatures, inside the Configure section of the Email tab.

Which signature HubSpot uses where

HubSpot has several kinds of signatures, and each one applies to a different type of email. This table is the quickest way to find the one you need.

Create multiple email signatures

Multiple signatures are useful if you send from more than one address, or want a short signature for replies and a full one for first contact. Basic signatures work on every HubSpot plan, but managing multiple signatures requires a Sales Hub Professional or Enterprise subscription and an assigned Sales Seat.

1. Click the settings icon, then General, then the Email tab.
2. In the Configure section, click Manage email signatures.
3. Click the Choose signature to edit dropdown menu and select Add new signature.
4. In the Signature name field, enter a name, such as "Full" or "Reply."
5. In the Signature text box, enter your signature in the Simple editor or in HTML.
6. Click Save.

To make a signature your main one, select the Use as my global default signature checkbox. HubSpot uses the global default when no other signature is specified, and when the Signature personalization token is used.

Set a default signature for each connected email account

If you have more than one inbox connected, you can give each one its own default.

1. Click the settings icon, then General, then the Email tab.
2. Hover over the connected email account, click Actions, then select Edit default signature.
3. In the dialog box, select a signature from the dropdown menu and click Set as default.

This also requires Sales Hub Professional or Enterprise with an assigned Sales Seat, because it depends on having multiple signatures.

Change the signature on a single email

You do not have to change your saved signature to adjust one email. When you write a one-to-one email from a contact, company, deal or ticket record:

1. Click the Insert dropdown menu and select Signature.
2. In the dialog box, select a signature from the dropdown menu.
3. Edit the signature in the text box if needed.

By default, your edits apply only to that email. To save them to your account signature as well, select the Also update my account signature with these changes checkbox.

Signatures in sequences and templates

HubSpot's documentation does not describe a separate signature setting for sequences or for email templates. Here is what the documentation does say, and what follows from it:

• Sequences are available with Sales Hub or Service Hub Professional or Enterprise, and you need an assigned Sales or Service seat to use them. When you enroll a contact manually, the sequence sends from one of your own connected email accounts, which you choose in the From dropdown menu if you have several.
• Because sequence emails send from your connected account, the signature you set as that account's default (or your global default) is the one to check before you enroll anyone.
• Templates can include sender tokens. These pull values such as your name or phone number from your Profile & Preferences settings, not from your signature. Our own practice is to keep signatures out of template bodies and let the account signature do that job, so a template never carries an old title or number.

To confirm what your contacts will see, enroll yourself, or a test contact you control, in the sequence and check the email that arrives.

Team signatures for shared inboxes and help desk

A personal signature belongs to one user. HubSpot's documentation notes that you cannot edit another user's signature. For a shared address such as support@ or sales@, the admin-managed option is a team signature.

Conversations inbox

1. Click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Inbox & Help Desk > Inboxes. (Some HubSpot articles still label this Inbox > Inboxes.)
3. If you have more than one inbox, use the Current view dropdown menu to pick the right one.
4. Hover over the team email address and click Edit. For the HubSpot fallback address, click Edit next to the fallback email.
5. On the Configuration tab, edit the signature. If none exists yet, click Add team signature.
6. Use the Simple editor or click HTML. To add the sender's name, click the Insert Token dropdown menu and select Full name, First name or Last name.
7. Check the preview on the right, then click Save.

Help desk

Click the settings icon, go to Inbox & Help Desk > Help Desk, select Channels in the Ticket sources and routing section, hover over the team email address and click Edit. The signature is on the Configuration tab. For help desk channels, the Insert Token menu lists Full name, First name, Last name, Email address, Job title and Phone number.

How team signatures behave

• A team signature applies only to emails sent directly from that inbox or help desk channel.
• For users with access to that inbox or channel, it is used by default instead of each person's own signature when they send or reply from that address.
• Keep person-specific details out of the static text and use the sender tokens instead, so every reply carries the right name.

Add the contact owner's signature to marketing emails

Marketing emails do not pick up a user's CRM signature on their own. To make a marketing email look like it comes from each contact's owner, insert the signature token. This works on any HubSpot subscription, and you need Edit permissions for marketing email.

1. In your HubSpot account, click More, then navigate to Marketing > Email. If More does not appear, go to Marketing > Email directly.
2. Click the name of a drafted email.
3. In the email editor, place your cursor where the signature should appear.
4. In the upper right section of the rich text toolbar, click Personalize.
5. Click the Token dropdown menu and select Contact owner > Signature.
6. If the recipient has no owner, the signature comes from the fallback user. If you have no fallback user set, enter a signature in the Fallback value field.
7. Click Insert.

To match, you can set the From name to the owner.fullname token and the From address to the owner.email token in the inbox content module at the top of the email. Global default values for marketing email tokens live under the settings icon, then Marketing > Email, on the Personalization tab.

Images, HTML and fonts

HubSpot's signature editor accepts formatted text, links and images, or full HTML. Its documentation adds two cautions:

• Email clients handle custom HTML differently. The more styling you add, the more likely it is not to render as expected.
• Fonts are limited. You can set a font with the face attribute in a font tag in the HTML editor, but many fonts are not supported across email clients.

HubSpot does not publish a size limit for signature images or HTML. Our own working practices, not HubSpot rules:

• Keep the signature to a name, title, company, one phone number and one link.
• Use one small logo or headshot, not a banner.
• Use simple table-based HTML with inline styles, and pick a common font such as Arial.
• Send a test to a Gmail and an Outlook address before you share the HTML with your team.

Use HubSpot's free email signature generator

If you would rather not write HTML, HubSpot offers a free Email Signature Generator. The page says it is free with no account required. You add your name, title, email, phone and company, then a photo, logo or handwritten signature, brand colors, a font and a font size. You can copy the formatted signature or its source code, and the page says the output works with Gmail, Outlook, Apple Mail, Yahoo Mail and HubSpot CRM.

To use it in HubSpot, copy the source code, open Manage email signatures, click HTML, paste it in and click Save. The same HTML can go into your Gmail or Outlook settings for mail you send outside HubSpot, so both match.

Troubleshooting HubSpot email signatures

The multiple signatures dropdown is missing. You need Sales Hub Professional or Enterprise and an assigned Sales Seat. Ask an admin to check which seat you are assigned.

The wrong signature appears when you send from a second inbox. Check that inbox's default under Email tab > Actions > Edit default signature. If you have no per-account default, HubSpot uses your global default.

Your personal signature is replaced on support emails. This is expected. A team signature replaces personal signatures for emails sent from that team address.

The signature does not show in a marketing email test. Test emails go out from noreply@hubspot.com, and the signature appears only if you choose to receive the test as a specific contact.

The layout breaks in some email clients. Simplify the HTML, remove custom fonts and test again. HubSpot warns that heavier styling is more likely to fail.

The From name is wrong. For one-to-one emails, the name in the From field is the user name in your Profile & Preferences settings. HubSpot notes that the From name feature is not supported for Office 365 connected inboxes.

A worked example (hypothetical)

Imagine a company with six salespeople and a shared support@ address, on Sales Hub Professional with Sales Seats for every rep.

1. Marketing builds one HTML signature in the free generator and shares the code.
2. Each rep pastes it into Manage email signatures as "Full," then adds a short "Reply" signature, and ticks Use as my global default signature on "Full."
3. Reps who also connect a second inbox set its default with Edit default signature.
4. The admin adds a team signature to support@ with the Full name token and the support hours.
5. The marketing team inserts Contact owner > Signature in its nurture emails and sets a fallback signature for unowned contacts.

One HTML file, set up once per person, covers one-to-one emails, sequences, the shared inbox and marketing emails.

Getting help with your HubSpot setup

INSIDEA is an Elite HubSpot Partner and the growth operating system for modern businesses. If your team needs signatures, inboxes and sequences set up the same way for everyone, our HubSpot team can help.