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Email signature generator
Fill in your details, pick a brand colour and layout, and see your signature take shape in a live preview. Copy it straight into Gmail, Outlook or Apple Mail, or copy the HTML.
Preview
Paste it into your email app's signature settings. In Gmail: Settings, See all settings, General, Signature.
Worked example.
A Leeds bookkeeper wants a tidy signature that matches her new logo.
- Name
- Jo Hartley
- Job title
- Bookkeeper and owner
- Company
- Example Bookkeeping
- Phone
- 0113 496 0123
- jo@example.com
- Website
- example.com
- Brand colour
- #1F4E79 (navy)
- Logo image URL
- https://example.com/logo.png
- Layout
- With logo
The preview shows Jo's logo with her name, job title, company, phone, email and website, styled in navy on a white background. 'Copy signature' puts it on the clipboard ready to paste into Gmail, Outlook or Apple Mail, and 'Copy HTML' gives you the code if an app asks for it.
How it works.
The maths and the rules behind the tool, so you can check it yourself.
Enter your name, job title, company, phone, email and website, then choose a brand colour and a layout: simple, or with your logo. The live preview sits on a white background, which is how most people will see your emails.
The signature is built as a simple table with inline styles. Many email apps ignore stylesheets and newer layout code, so this plain approach is the one they display most reliably.
When you are happy, click 'Copy signature' and paste it into the signature settings in Gmail, Outlook or Apple Mail. If your email app or another system asks for code instead, use 'Copy HTML'.
Tips.
Small changes that make the numbers more useful.
- Host your logo somewhere public, such as your own website, and paste the full image URL. A logo saved only on your computer will not show for the people you email.
- Use a small PNG with a transparent or white background so it sits cleanly in the signature. Resize it before you upload it rather than relying on the email app to shrink it.
- Keep it short: name, role, one phone number and your website is usually enough. Every extra line, quote or icon makes long email threads harder to read.
- Pick a brand colour that is easy to read on white. Pale yellows and light greys can disappear, especially on a phone screen.
- Send a test email to yourself and open it on your phone and in a different email app before you roll the signature out to your team.
Questions, answered.
How do I add an email signature in Gmail?
In Gmail on the web, click the gear icon and choose 'See all settings'. On the General tab, scroll to Signature, create a new one and paste in the signature you copied. Scroll to the bottom and click 'Save Changes'.
How do I add an email signature in Outlook?
In Outlook on the web and the new Outlook, open Settings and find Signatures under Account. In classic Outlook for Windows, go to File, then Options, then Mail, then Signatures. Paste the copied signature into the editor and save it.
How do I add an email signature in Apple Mail?
On a Mac, open Mail, then go to Settings (Preferences on older versions) and choose Signatures. Select your account, click the plus button and paste in your signature. If the fonts change, untick 'Always match my default message font'.
Why is my logo not showing in my email signature?
Usually the image is not hosted publicly, for example it is saved on your computer or behind a log-in, or the URL points to a web page rather than the image file itself. Check the URL opens just the image in a private browser window. Some email apps also hide images until the reader allows them.
What should a professional email signature include?
Your name, job title, company, a phone number and your website cover most needs, plus a logo if you have one. Keep it to a few short lines and avoid large images. If you need a logo to go in it, Infinity designs logos from £50.
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