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Email Signature Generator

The email signature generator builds a professional signature for your emails. Enter your name, job title, contact details, social links and the web address of your logo, then pick a layout and your brand colour. Copy the finished signature and paste it into Gmail, Outlook or Apple Mail, or download it as an HTML file. It runs in your browser and nothing is saved or uploaded.

Free, no sign-up Runs in your browser

Email Signature Generator

You

Include the country code if you email people abroad.

https:// is added if you leave it out.

Logo or photo (optional)

Email programs show images from a web address, so your logo must already be online, for example on your website. Paste its https:// address; the preview loads it only after you enter it.

Social links (optional)

With the country code. It becomes a wa.me chat link.

Design

Preview

Email programs differ: check the signature in a test email before you use it.

For programs or services that ask for the signature's HTML. Most people should use Copy signature and paste it instead.

Add it to your email program

Gmail (on a computer)
  1. Choose Copy signature above.
  2. In Gmail, click Settings, then See all settings.
  3. In the Signature section, paste into the signature box.
  4. At the bottom of the page, click Save Changes.

Gmail allows up to 10,000 characters, and images count towards the limit.

New Outlook for Windows and Outlook on the web
  1. Choose Copy signature above.
  2. Open Settings, then Accounts, then Signatures.
  3. Select Add signature, give it a name and paste into the box.
  4. Choose whether to use it for new messages and replies, then Save.

Microsoft says that if you use both Outlook and Outlook on the web, you may need to create the signature in both.

Classic Outlook for Windows
  1. Choose Copy signature above.
  2. Open a new message and select Signature, then Signatures (or File, Options, Mail, Signatures).
  3. Under Select signature to edit, choose New and name it.
  4. Paste into the Edit signature box, set your defaults and choose OK.

Signatures made here are stored on that computer only.

Apple Mail (Mac)
  1. Choose Copy signature above.
  2. In Mail, choose Mail, then Settings, then click Signatures.
  3. Select the account, click Add (+) and name the signature.
  4. Paste into the preview area on the right.

If “Always match my default message font” is ticked, Mail uses your default message font instead of the signature's. On iPhone, Apple says Mail signatures can only be text.

Your details stay in your browser and are not saved or sent to us. If you enter a logo address, your browser loads that image from its host to show the preview.

How to use the Email Signature Generator

  1. 1 Fill in your name, job title, company and the contact details you want to show.
  2. 2 Optionally paste the https:// address of your logo or photo, and add social and WhatsApp links.
  3. 3 Choose a layout and your brand colour, and check the preview.
  4. 4 Choose Copy signature and paste it into your email program's signature settings.
  5. 5 Send yourself a test email to check how it looks.

What it does

  • Three layouts built from email-friendly HTML tables with inline styles
  • Logo or photo from a web address, with a chosen display width
  • LinkedIn, X, Facebook, Instagram and WhatsApp (wa.me) links
  • Every value escaped, and only https:, mailto: and tel: links allowed
  • Copy as formatted signature with a plain-text version, copy the HTML code, or download an .html file
  • Step-by-step instructions for Gmail, Outlook and Apple Mail

Useful for small business owners and their teams, freelancers and consultants, marketing staff keeping a brand consistent and anyone setting up a new work email.

Limitations

  • Your logo must already be online at an https:// address; email programs cannot use an image stored only on your computer.
  • Email programs display HTML differently, and some block images until the reader allows them, so always send a test email.
  • On iPhone, Apple's Mail app accepts text-only signatures.
  • Social links are text links, not icons, so they work even when images are blocked.

What to put in an email signature

A good signature tells people who you are and how to reach you, and nothing more:

  • your name, job title and company;
  • one or two ways to contact you, such as a phone number and your website (your email address is optional, since the reader already has it);
  • your logo or a small photo, if you have one online;
  • a few social links that you actually keep up to date, and WhatsApp if customers message you there.

Skip quotes, long legal disclaimers and large banners: they push your message down and make every reply longer.

Why the logo needs a web address

The signature this generator makes links to your image by its web address, so the image is loaded from the internet when your email is opened. That means it must be public and use https://. Upload your logo to your website (for example https://www.yourcompany.com/logo.png), open that address in your browser to check it works, and paste it into the generator. The preview loads the image only after you have entered the address.

Google recommends that a Gmail signature image is 70–100 pixels high and 300–400 pixels wide, and no more than 100 pixels high. Choose a display width in the generator that keeps your logo inside that limit. PNG works well for logos with flat colours.

How this generator keeps your signature safe

Signatures are HTML, and HTML pasted from an untrusted source can carry links you did not intend. The generator:

  • escapes every value, so characters such as < and & in your name appear as text rather than code;
  • allows only https:// web links, mailto: email links, tel: phone links and https://wa.me/ WhatsApp links, and refuses anything else (such as javascript: or plain http://) with a message;
  • checks that social links point to the network they claim to (a LinkedIn link must be on linkedin.com).

Layouts

  • Logo beside details: the logo on the left, a line in your brand colour, and your details on the right. Without a logo it falls back to the stacked layout.
  • Simple stacked: name and title, a coloured rule, then contact details. The safest choice for every program.
  • Compact, logo on top: a short signature with contact details on one line.

All three use HTML tables with inline styles, which email programs handle more consistently than modern page layouts.

Installing and testing

The tool lists the steps for Gmail, Outlook and Apple Mail. Whichever you use, send a test email to yourself and to an account in a different program, and open it on a phone. Classic Outlook blocks pictures from the internet by default, so check that the signature still reads well without the logo.

For campaign links in your signature, tag them with the UTM link builder so you can see the visits in your analytics. To make your whole brand consistent, from logo to email signature, see our branding and design service.

Frequently asked questions

How do I add an HTML signature to Gmail?

Copy the signature here, then in Gmail on a computer click Settings, then See all settings. Paste into the box in the Signature section and click Save Changes at the bottom of the page. Google allows up to 10,000 characters in a signature.

How do I add the signature to Outlook?

In new Outlook for Windows and Outlook on the web, go to Settings, then Accounts, then Signatures, choose Add signature and paste it in. In classic Outlook, open a new message and choose Signature, then Signatures, choose New and paste into the Edit signature box. Classic Outlook stores signatures on that computer only.

Why does my logo need a web address?

An email signature is HTML, and the image in it is loaded from the internet when someone reads your email. Put your logo on your website or another public host and paste its https:// address. Gmail can also take an uploaded image, but a hosted image works the same way in every program.

What size should a signature logo be?

Google recommends a Gmail signature image 70–100 pixels high by 300–400 pixels wide, with a maximum of 100 pixels high by 1,000 pixels wide. Pick a display width in the generator that keeps your logo within those limits.

Why can't some people see my logo?

Some email programs block pictures until the reader chooses to download them. Microsoft says classic Outlook blocks automatic picture downloads from the internet by default. Keep your name and contact details as text, as this generator does, so the signature still works without the image.

Is my information saved?

No. Everything stays on this page in your browser, and nothing is sent to our server. If you reload the page you will need to fill it in again, so download the .html file if you want to keep a copy.

Sources

Phoot Technologies

Want every email to look on-brand?

We design logos, brand guidelines and the everyday pieces such as email signatures, letterheads and social templates, so your business looks consistent everywhere.

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