About this tool
Email signature generator, explained
Make a clean email signature with your name, title, contact details and social links, plus an optional photo, button or banner, in your own colors and font. Copy it in one click and paste it into Gmail, Outlook or Apple Mail.
How to use it
- 1On the Details tab, pick a template under Start from (Simple, Sales, Founder, Support or With disclaimer) and fill in Name, Pronouns, Job title, Company, Phone, Email, Website and Address. Empty fields are left out.
- 2On the Design tab, choose a Layout (Classic, Photo left, Stacked or Compact), a Font, the Accent and Text colors, the Text size, and what goes Next to the name: nothing, initials, or a photo or logo.
- 3On the Extras tab, add Social links as text or badges, a button with its link, a Banner and a Disclaimer.
- 4Check the preview in a light or dark inbox, click Copy signature, and follow the steps for Gmail, Outlook or Apple Mail shown under the preview.
How it works
How the signature is built
The signature is written as an HTML table with inline styles. Email clients ignore much of the CSS a web page relies on, and a table with inline styles is the format Gmail, Outlook and Apple Mail all display reliably. The fonts on offer (Arial, Helvetica, Verdana, Trebuchet, Georgia and Times) are installed on nearly every computer, so the recipient sees the font you picked, where a web font would not reach Outlook.
The phone number becomes a tap to call link and the email a tap to email link. Initials are drawn in HTML, so they show everywhere. A photo, logo or banner can be uploaded or given as an https address. Gmail removes uploaded images from a pasted signature, so when you upload one, the Gmail steps tell you to host the image and paste its address instead.
Copy signature puts two versions on your clipboard: the formatted one, and a plain text one for places that don't accept formatting. Copy HTML gives the code, and Download .html saves a file you can open in a browser and copy from. Every field is escaped and every link is checked, with only web addresses, email and phone links kept, so nothing typed can break the HTML.
Everything runs in your browser. Share link keeps your text and settings, but not uploaded images.
When to use it
Ways people use it
A consistent look for a team
Set the layout, font and colors once, then share the link so each person only changes their name, title and contact details.
Sales and booking
Start from Sales to add a button such as Book a 20-min call under your details, with social badges in your accent color.
Freelancers
Put your name, what you do, your website and your social profiles at the bottom of every email to a client or prospect.
After a rebrand
Switch the accent color, font, logo and website to the new brand without rebuilding the signature by hand.
FAQ
Questions people ask
How do I add a signature in Gmail?
Click the gear icon, then See all settings. On the General tab, scroll to Signature, click Create new, give it a name and paste the signature in the box. Scroll to the bottom and click Save Changes.
How do I add an email signature in Outlook?
In Outlook on the web, open Settings, then Accounts, then Signatures. In Outlook for Windows or Mac, open Settings, then Signatures. Create a new signature, paste it in the editor, choose whether to add it to new messages and replies, and save.
What should a professional email signature include?
Your name, your job title, your company, one phone number and a website is enough for most people. A short signature is easier to read on a phone and keeps the focus on the email itself. Add a button or a banner only when it points to something you want people to do.
Why does my signature lose its formatting when I paste it?
Some fields accept plain text only, and some browsers paste without formatting. Paste directly into your email client's signature editor rather than into a text file first. If copying is blocked, the button reads Select and copy: select the preview with your mouse and copy it by hand, or open the file from Download .html and copy from there.
Why doesn't my logo show in Gmail?
Gmail drops images embedded in a pasted signature. Upload your photo or logo to your website or another public host, paste its https address in the image field instead of uploading the file, then copy the signature again.