Free tool
Email Signature Generator for Gmail, Outlook and Apple Mail
Fill in your details, choose one of six layouts and see the signature change as you type. Then copy it as formatted text, as HTML code or as plain text, and paste it into your email app.
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Sample details are shown until you type your own.
Layout
Add it to your email
- Press Copy the signature.
- In Gmail on a computer, open Settings (the gear), then See all settings.
- On the General tab, find Signature and press Create new.
- Paste into the box, then press Save Changes at the bottom of the page.
- Press Copy the signature.
- In the new Outlook or Outlook on the web, open Settings (the gear), then Accounts, then Signatures.
- Press Add signature, give it a name, paste it into the box and press Save.
- Outlook and Outlook on the web keep separate signatures, so add it in each one you use.
- Press Copy the signature.
- In Mail on your Mac, open Mail, then Settings, then Signatures, pick the account and press +.
- Untick Always match my default message font, then paste over the placeholder text.
Pictures (links)
Email apps only show pictures that are already online. Use a link to your photo or logo on your website.
Links
Look
Your details are turned into a signature inside your browser and are never sent anywhere. They are kept on this computer so the form is filled in next time, and the Clear my details button removes them.
A signature a whole team can match
Most signatures go wrong in small ways. One person uses a different font, another pastes a logo that never loads, a third adds six lines of legal text. The result is a company whose emails look like they come from six companies.
This page is built for the person who has to fix that. Set the font, size, accent colour and text colour once, note them down, and every colleague can type their own name and role into the same settings. The layout stays the same and only the details change.
The preview shows sample details until you type your own, so you can judge a layout before you commit. A Dark inbox switch shows how the signature looks on a dark background, which is worth checking because many people read mail that way.
What you can put in and what comes out
| Part | What it does |
|---|---|
| Sign-off line | An optional line above the name, such as a short thanks |
| Name, pronouns, job title, company | Name in bold, role under it |
| Phone, mobile, email, website, address | Phone and email become tap-to-call and tap-to-write links |
| Photo link and logo link | Pictures loaded from a web address you give |
| Seven profile links | LinkedIn, X, Instagram, Facebook, YouTube, TikTok and GitHub, shown as plain text links |
| Button text and link | One call to action, such as booking a call |
| Small print | A short note under the signature |
The six layouts are Classic, Bold bar, Stacked, Compact, Minimal and Top line. The font list holds Arial, Helvetica, Verdana, Tahoma, Trebuchet MS, Georgia and Times New Roman, which are fonts that nearly every device already has. The photo can be round or square.
Why the photo needs a web address
The most common failure with email signatures is the broken picture. Email apps only show pictures that already live online, so a photo pasted straight into the signature box often vanishes for the people who receive it. That is why the photo and logo fields ask for a link, not a file.
Upload the picture to your own website first, then paste its address. If your site is on Webflow, Framer, WordPress or Shopify, the media library gives you a public address for each file.
- Use a small image. A signature photo is shown at a few dozen pixels, so a huge file only slows the email down.
- Keep the file on your site for as long as the signature is in use. If you delete it, the picture breaks in every old email too.
- Check the link opens in a private window, where you are not signed in.
Putting it into your email app
- Press Copy the signature. This copies it as formatted text, so the layout and links survive the paste.
- Open your email app's signature settings. The page lists the exact clicks for Gmail, Outlook and Apple Mail, one tab each.
- Paste into the signature box and save.
- Send a test to yourself and to a second address on a different provider, then open it on your phone.
Use Copy the HTML code if an admin tool or a newsletter service asks for raw code. Use Copy as plain text for apps that drop formatting. Save as .html gives you a file to keep.
The code is a table with inline styles and no scripts or style sheets, which is the form email programs handle most reliably. Outlook and Outlook on the web keep separate signature lists, so add it in each one you use.
Choices that make a signature worse
- Too many links. Seven profile links are available, but two or three that you really want people to visit work better than all seven.
- A button and a banner together. One call to action is enough. The button field is for a single clear next step.
- A tiny font. Small can be neat, but check it on a phone before you roll it out.
- Low contrast colours. A pale accent colour on white looks fine on your screen and unreadable on someone else's. The colour contrast checker will tell you before you send.
A signature is a small piece of brand design. If you are tidying up how your whole business looks online, our web design and UI/UX work starts from the same question of what should be consistent everywhere.
Frequently asked questions
How do I add the signature in Gmail?
Press Copy the signature, then open Settings, See all settings and the General tab. Under Signature press Create new, paste it in the box and press Save Changes at the bottom of the page.
Why is my photo not showing in the signature?
Email apps only show pictures that are already online. Give the photo field a web address from your own site, and check that the link opens when you are signed out.
Can I use the same signature in Outlook and Apple Mail?
Yes. The signature is made from a plain table with inline styles, which both can read. Each app keeps its own list of signatures, so paste it into each one you use.
Are the social links shown as icons?
No. They are written as text links with the name of the network. Text links load in every email app and cannot turn into a broken picture.
Do you keep a copy of my details?
No. Everything is built in your browser and nothing is sent to us. The form is remembered on your own computer so it is filled in next time, and Clear my details removes it.
What is the difference between the three copy buttons?
Copy the signature gives rich text for pasting into settings. Copy the HTML code gives the raw markup, and Copy as plain text gives lines of text for apps that remove formatting.
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