Signature utility

Email signature generator

Fill in the fields, copy the result into Gmail, Outlook, Apple Mail, or an admin console. The markup is table-based with inline styles, which is what Outlook for Windows needs in order to render it correctly.

01Layout
02Who you are
03How to reach you
04Logo and colours

Must be a public https:// address. Uploaded files and pasted image data get stripped by Gmail and blocked by Outlook — host the file on your website or in a public bucket first.

Only five typefaces are offered because these are the ones installed on effectively every Windows and Mac machine. A web font would silently fall back to Times New Roman on the recipient's screen.

05Social links
06Footer text
Re: Q3 carrier rates Today 09:14
Sounds good — I'll send the revised schedule over this afternoon.

Gmail and Google Workspace

One person

Press Copy signature, then in Gmail open Settings (gear icon) → See all settings → General → Signature → Create new, and paste into the box with Ctrl/Cmd + V. Scroll down and click Save Changes.

Everyone in the domain

Press Copy HTML source, then in the Google Admin console go to Apps → Google Workspace → Gmail → Compliance → Append footer, and paste the source. Note that an appended footer lands at the very bottom of the whole thread, below quoted replies — most organisations set signatures per-user instead, or push them with a third-party tool.

Outlook and Microsoft 365

Outlook on the web / new Outlook

Press Copy signature, then Settings → Mail → Compose and reply → Email signature, and paste. Set the defaults for new messages and replies underneath, then Save.

Classic Outlook for Windows

Press Copy signature, then File → Options → Mail → Signatures → New, and paste into the edit box. If the spacing shifts on paste, use Download .html instead and drop the file into %APPDATA%\Microsoft\Signatures, then pick it from the Signatures list.

Organisation-wide

Press Copy HTML source, then in the Exchange admin center go to Mail flow → Rules → Add a rule → Apply disclaimers, and paste the source. Same caveat as Google: this appends to the bottom of the thread rather than under each new message.

Apple Mail, Thunderbird, and phones

Apple Mail

Mail → Settings → Signatures, create a signature, untick "Always match my default message font", then paste with Cmd + V.

Thunderbird

Account Settings → select the account → tick "Use HTML", then either paste the source into the signature text box or point "Attach the signature from a file" at the downloaded .html file.

iOS and Android Mail apps

Most mobile mail apps only store plain text, so an HTML signature will not survive. Set a short text-only version there — name, title, phone — and keep the full one on desktop.

Things that break signatures
  • Images pasted rather than hosted. Gmail strips data: images and Outlook shows a red X. Always use a public URL.
  • Missing width and height. Both are set on the logo here so the layout doesn't collapse while the image loads, or when the recipient blocks images.
  • Retina logos. Export the file at roughly twice the display width, then let the width attribute scale it down.
  • Dark mode. Outlook and Gmail may invert the background behind your signature. A transparent PNG logo with dark ink can vanish — a version with a light outline or a solid brand background survives better.
  • Border radius and shadows. Outlook for Windows renders through Word and drops both, so nothing here relies on them.
  • Long signatures. Gmail clips messages over about 102 KB and hides everything past that behind "View entire message". Keep it lean.