Email signature generator

How to make a good email signature

Your email signature shows up in every email you send. It's the business card most people see, and hardly anyone spends five minutes on it. A good signature tells your reader who you are, what you do and how to reach you, without making them look for anything.

What a professional signature should include

• Your name and job title. Your name is the first thing people read. Your title helps them understand who they're talking to.
• Your company name. If you have a logo, it goes in the image; if not, the name in text is enough.
• One or two contact details. Phone and website are usually enough. Your reader already has your email: include it only if you want them to copy the whole signature into their contacts.
• Only the social profiles you use. An active LinkedIn profile helps; an Instagram account with no posts in a year hurts.

What to leave out: motivational quotes, more than one accent color, several phone numbers and very long legal notices. Every extra line makes what matters less likely to be read.

Logo or photo

A photo feels personal and works well for professional services, sales and customer support. A logo reinforces the brand and suits shared accounts like sales@ or info@. Use just one image: a logo and a photo together compete with each other.

The image has to be published online, at an address that starts with https://. The simplest option is to upload it to your website (in WordPress, to the media library) and copy the file's address. Avoid Google Drive or Dropbox links: many email apps don't display them.

Image size and weight

In the signature, the image shows at 80 pixels wide. Upload it at twice that, about 160 × 160 px, so it looks sharp on high-resolution screens, and keep the file under 50 KB. Use PNG for logos with a transparent background and JPG for photos.

Why this signature uses tables

Email apps don't read code the way a browser does. Outlook for Windows, for example, ignores much of modern CSS. That's why the generator builds the signature with tables, styles written inside each element and fonts every computer has (Arial and Helvetica). It's the approach that holds up best across Gmail, Outlook, Apple Mail and phones.

How to add it in Gmail

1. Create the signature above and tap Copy signature.
2. In Gmail, open Settings (the gear icon), then See all settings.
3. On the General tab, find Signature and tap Create new.
4. Give it a name, paste the signature into the box with Ctrl + V (Cmd + V on a Mac) and choose when to use it.
5. Scroll to the bottom and tap Save changes.

How to add it in Outlook

1. Tap Copy signature.
2. In Outlook on the web or the new Outlook, open Settings, then Accounts and Signatures. In classic Outlook for Windows, go to File, Options, Mail and Signatures.
3. Create a new signature, paste it into the editor and save it.
4. Choose whether it's added to new messages, replies or both.

How to add it in Apple Mail

1. Tap Copy signature.
2. In Mail, open Settings (or Preferences) and go to Signatures.
3. Choose the account, tap + and paste the signature into the panel on the right.
4. Uncheck Always match my default message font so the signature keeps its colors and sizes.

On iPhone, the Mail app only accepts plain-text signatures: you can paste it, but the image and layout are lost.

Test it before you use it

Send an email to yourself and to an account with another provider, and open it on your phone and your computer. Check that the image loads, the links work and the phone number can be tapped to call. If something looks off, it's almost always the image: make sure its address is public.

One signature per person, with the same design

If your team has several people, use the same layout, color and image size for everyone and change only the details. That way every email leaving the company looks the same, which is what makes a brand recognizable.

Frequently asked questions