How to create an email signature
- Choose your email app. This only changes the instructions shown under the preview. The signature itself works in all of them.
- Pick a template. Classic suits most people, Photo left adds your picture, With banner adds a promotional image and Minimal keeps everything on one or two lines.
- Type your details. Add your name, job title, phone numbers, website and social links. Anything you leave empty is simply left out.
- Customize the look. Choose a theme color, a font and the icon style, and check the result in dark mode too.
- Copy it into your email app. Press Copy Signature and paste it into your signature settings. The steps for your app appear right below the preview.
What to put in a professional email signature
A good signature tells the reader who you are and how to reach you, and then stops. Keep it short and easy to scan.
Include
- Your full name and job title
- Your company name
- One or two phone numbers
- Your website
- Links to the social profiles you use for work
Keep optional
- A photo or company logo
- A banner for an offer or event
- Your postal address
- A confidentiality disclaimer, if your employer requires one
Tips for a signature that works everywhere
- Keep it small. Four to six lines is enough. A long signature is repeated in every reply and gets in the way.
- Use real text for contact details. This tool writes your phone number, email and website as text, so they stay readable and clickable even when images are blocked.
- Use a square photo. A square picture of at least 200 pixels shows sharp and does not get stretched.
- Check dark mode. Some email apps change colors in dark mode. Use the dark mode preview to see how your colors look on a dark background.
- Test it. Send a message to yourself and open it on your phone and on a computer before you rely on the signature.
Using a photo, logo or banner
This tool does not upload your files, which is how your privacy is protected. For that reason it asks for a link to an image that is already online, for example on your own website.
- The link must be public. A link that needs a sign-in will not load for the people who receive your email.
- Use a direct link to the image file, usually ending in .jpg or .png. A normal Google Drive or Dropbox share page is not a direct image link and usually does not work.
- If you would rather use a picture from your computer, paste the signature into your email app first and then insert the image with that app's own image button.
How to add the signature to your email app
Gmail
Click the gear icon, then See all settings. On the General tab scroll to Signature, click Create new, paste your signature and click Save Changes at the bottom of the page.
Outlook, Outlook 365 and Microsoft 365
In the desktop app open File > Options > Mail > Signatures, click New and paste. In New Outlook and Outlook on the web click the gear icon and open Accounts > Signatures.
Apple Mail
Open Mail > Settings > Signatures and add a new signature. Untick Always match my default message font and then paste.
Thunderbird
Download the .htm file from this page. In Account Settings tick Attach the signature from a file instead and choose that file.
Frequently asked questions
Is the email signature generator free?
Yes. There is no signup, no watermark and no limit on how many signatures you create. The page is supported by advertising.
Do you save my details or images?
No. Everything you type stays in your browser. Nothing is uploaded or stored, and it is cleared when you close or refresh the page. Image links you paste are loaded by your own browser straight from the website that hosts them.
How do I add the signature to Gmail?
Click Copy Signature. In Gmail open Settings, then See all settings, scroll to Signature on the General tab, click Create new, paste, and click Save Changes.
Why is my photo or logo not showing?
The link must be a public, direct link to an image that ends in .jpg or .png. Links that need a sign-in, and most Google Drive or Dropbox share links, do not work. In Gmail you can also use the image icon and choose Web address (URL).
Can I use a photo from my computer?
This tool does not upload files, so it needs a link to an image that is already online. You can also paste the signature first and then insert the image from your computer using your email app.
Which email apps does it work with?
Gmail, Outlook (desktop, new Outlook, web and 365), Apple Mail, Thunderbird and Exchange. It works with any email app that accepts a pasted or imported HTML signature.
Why are the links not clickable in the JPG or PNG?
An image cannot hold links. Use the JPG or PNG for sharing or printing, and use Copy Signature when you add the signature to your email app.
Privacy
Your signature details are processed locally in your browser and are never uploaded, stored or shared by us. To keep this free tool running we use Google Analytics to count visits and Google AdSense to show ads; these services may use cookies, and they never receive what you type into the signature form. We record only anonymous events such as "a signature was copied". Read our Privacy Policy for details.
Gmail, Outlook, Microsoft 365, Apple Mail and Thunderbird are trademarks of their respective owners. This tool is independent and is not affiliated with or endorsed by them. Email apps may display signatures slightly differently, so send yourself a test message before you rely on it.