Email Signature Generator for Gmail and Outlook

Every email you send to a customer, supplier or client ends with your signature. A clean one with your name, role, phone, website and logo makes you easier to reach and your business look established. A messy one, with a pasted screenshot, a missing link or a font that falls apart in Outlook, does the opposite.

This generator builds the signature the way email apps expect it: plain HTML tables with inline styles and web-safe fonts. You see a live preview as you type, copy it with one click, and paste it into your email settings. Your details are saved in this browser, so you can come back later to change a phone number without starting over.

How to create your email signature

1. Choose a layout: Classic (logo left, colored divider, details right), Stacked (logo on top), Compact (a small logo and two lines) or With button (a call-to-action button under the signature).
2. Fill in You: full name, job title, company, website, email and phone, plus an optional second phone and address. Leave any field empty and it disappears from the signature.
3. Under Logo or photo, paste a public https link to your image. Choose the shape (square, rounded or circle), width (64 to 160 px) and whether clicking it opens your website.
4. Under Style, pick an accent color, text color and font. Arial, Helvetica, Verdana, Tahoma, Trebuchet MS, Georgia and Times New Roman are all installed on nearly every computer, so the signature looks the same for the person reading it.
5. Add Social links for LinkedIn, Instagram, Facebook, X, YouTube and TikTok, shown as small colored badges or as text links.
6. Optional: open Button and legal line to add a button (text plus link) and small print such as a confidentiality notice, license number or office hours.
7. Check the preview and the character counter, then click Copy signature and paste it into your email app using the steps below.

Add the signature to Gmail, Outlook and Apple Mail

Gmail

1. Click Copy signature.
2. In Gmail on a computer, click the gear icon, then See all settings, and stay on the General tab.
3. Scroll to Signature, click Create new, give it a name, and paste with Ctrl+V (Cmd+V on Mac).
4. Under Signature defaults, choose it for new emails and replies, then scroll to the bottom and click Save Changes.

The Gmail app on phones uses a separate plain text mobile signature, set in the app's settings for each account. Keep it short: name, business and phone.

Outlook

1. Click Copy signature.
2. In new Outlook for Windows or Outlook on the web, open Settings > Accounts > Signatures.
3. Click Add signature, name it and paste into the editor.
4. Choose it as the default for new messages and replies, then click Save.

In classic Outlook for Windows, the path is File > Options > Mail > Signatures.

Apple Mail

1. Click Copy signature.
2. In Mail on a Mac, open Mail > Settings > Signatures, select your account and click +.
3. Untick Always match my default message font, then paste into the right-hand box.
4. Choose the signature for the account from the menu at the bottom.

Why the logo needs a public image link

An email signature cannot carry an image pasted from your computer in a way every recipient sees. Gmail, Outlook and Apple Mail show images in signatures by loading them from a web address. That is why the tool asks for an https link, not a file.

If you have a Shopify store, upload the logo under Content > Files and copy its link. On WordPress, upload it to the Media Library and copy the file URL. Use a PNG or JPG around two times the display width (for an 80 px logo, a 160 px wide file) so it stays sharp on high resolution screens, and keep the file small. Avoid SVG, since several email apps do not display it.

Some recipients' email apps block images until they click to show them. The signature still works: your name, contact details and links are real text, not part of a picture.

The four layouts compared

All four use the same fields, so you can switch layouts at any time without retyping anything.

What to put in the small print line

The optional small print line sits under the signature in small gray text. Use it for information people need occasionally, not for a slogan:

• Company details the law asks for. In the UK, limited companies must show their registered name, company number, place of registration and registered office address on business emails, and many put them in the signature. Check the rules where your business is registered.
• Licence or registration numbers for regulated trades such as contractors, real estate and insurance.
• Office hours or response times, for example "Replies within one business day, Monday to Friday".
• A short confidentiality notice if your industry expects one. Keep it to one or two sentences.

For marketing emails you send to lists, the US CAN-SPAM Act requires a valid physical postal address in each commercial message. Your email marketing platform normally adds that in the footer, but if you send promotions from your own inbox, the address line in this signature covers it.

Test before you use it with customers

1. Paste the signature into your email app and send a test email to yourself at a Gmail address and, if you can, an Outlook or work address.
2. Open each test on a computer and on a phone. Check that the logo loads, the colors are right and nothing wraps awkwardly.
3. Tap the phone number and email address on the phone to confirm they open the dialer and a new email.
4. Click every social badge and the button to make sure each link goes to the right page.
5. Reply to the test to see how the signature sits under quoted text.

Five minutes of testing saves you from sending a broken logo to every customer for a month. Repeat the test whenever you change the logo link or the layout.

What makes a good email signature

• Short: name, role and company, one or two ways to contact you, your website. Four to six lines is plenty.
• Real text, not an image: a signature that is one big picture cannot be copied, searched or read by screen readers, and it disappears when images are blocked.
• Clickable details: the phone number is a tel: link and the email a mailto: link, so people on phones can tap to call or write.
• One call to action at most: a single button such as "Book a call" or "Shop new arrivals" gets more clicks than five links fighting for attention.
• Consistent with your brand: use the accent color from your logo, and the same signature for everyone on the team.

Worked examples

A store owner

Sara Khan, Founder, Harbor Lane Goods, with the Classic layout, a rounded 80 px logo, phone, email and website, Instagram and TikTok badges, and a button "Shop new arrivals" linking to the new collection. The HTML comes to roughly 3,000 characters, well under Gmail's limit, and the button gives every order confirmation reply a path back to the store.

A freelancer or agency

Use the Stacked layout with a circle photo, a LinkedIn badge, and a button "Book a 15 minute call" linking to your calendar page. Add office hours in the small print line so clients know when to expect a reply.

A support inbox

Use Compact: company name, "Customer Care" as the title, the support email and the store link, no button. It keeps long ticket threads readable.

Gmail's 10,000 character limit

Gmail rejects signatures longer than 10,000 characters, and the count includes the HTML code behind the formatting, not only the words you see. The meter under the preview counts the full HTML and turns amber above 80% and red above 100%. Signatures from this tool usually use a few thousand characters. If yours gets close, remove the small print or switch social links from badges to text.

Troubleshooting

The logo does not show

Check that the link starts with https and opens the image directly in a new browser tab, not a page that contains the image. Links from Google Drive and Dropbox share pages usually fail for this reason.

The formatting is lost after pasting

Paste into the signature editor with the normal paste command, not "paste as plain text". If your email app still strips the styling, click Copy HTML and use an HTML signature option if your app or email admin console has one, or download the .html file and open it in a browser, then copy from there.

Outlook shows extra spacing

Outlook for Windows renders email with Word's engine, which can add space between lines. The tables in this signature keep spacing tight in most cases. If you see gaps, try the Compact layout or remove the second phone and address lines.

Changes I made did not appear in sent emails

Your email app stores the signature you pasted. After editing here, copy it again and replace the old one in your email settings.

The signature appears below the quoted text in replies

In Gmail's signature settings, tick the option to insert the signature before quoted text in replies. In Outlook, choose the signature for replies and forwards in the same Signatures screen where you set the default for new messages.

It looks wrong on iPhone Mail

The iPhone Mail app has its own signature in Settings > Apps > Mail > Signature, separate from Mail on a Mac. Rich signatures pasted there often lose their layout, so a short text signature (name, business, phone) is the reliable choice on the phone.

My details disappeared

Details are saved in this browser only. In a private window or another browser they will not be there, and clearing site data removes them.

A signature matters most when you are writing to people who do not know you yet. If you sell services to local businesses, AM Jarvis Local Lead Finder Pro finds businesses with weak online profiles, extracts their contact details and drafts the outreach emails your signature will close. For the rest of your business paperwork, see our invoice generator and QR code generator for a contact card code on printed materials.