A free email signature generator that works in Outlook too
This email signature generator builds a professional HTML signature in your browser: name, job title, company, phone, email, website, address, photo, company logo, social links, a call-to-action button, a banner and a legal disclaimer. You see it live in a mock email, on desktop and phone width, in an approximation of dark mode and in an approximation of classic Outlook for Windows. When it looks right, you copy it and paste it into Gmail, Outlook, Apple Mail or Thunderbird. There is no account, no watermark and no “made with” link, and nothing is uploaded.
Why the HTML looks old-fashioned (on purpose)
Classic Outlook for Windows renders email with the Word engine. It ignores flexbox, grid, most margins, background images and rounded corners. So every template here is built from nested tables, with inline styles on every cell, colours set both as bgcolor attributes and CSS, and explicit width and height attributes on images. Logo and banner sizes are measured from the real image, so Outlook does not stretch them. The result is the same layout everywhere. Only small touches degrade gracefully: classic Outlook shows square photos and badges and a solid colour where other apps show a gradient. Switch on Outlook classic above the preview to see exactly that.
Social icons are small coloured cells with letters instead of image icons. They show even when the reader blocks images, which Outlook does by default for senders it doesn’t know, and they don’t depend on an icon host staying online.
Copy signature vs. Copy HTML
Gmail, Outlook and Apple Mail have a visual signature editor, not a code box. If you paste HTML code into them, the code itself shows up in your emails. Copy signature puts the formatted signature on the clipboard, the same as selecting it in a web page and pressing copy, so it pastes with layout, colours and links. Copy HTML gives the source code for apps and tools that ask for HTML, such as Thunderbird with “Use HTML” ticked, or a company signature manager. The menu next to the buttons also has a short reply version: a one-line signature with name, role and a few contact details, which many people prefer under replies and forwards (Outlook lets you pick a different signature for those).
Images: links, uploads and Gmail’s 10,000 characters
Mail apps fetch signature images from the internet each time a message is opened. The most reliable setup is an image on your own website (or company site) with a direct https:// link. Links to Google Drive, Dropbox, OneDrive or iCloud share pages usually open a viewer page instead of the image and stay blank. Under each image field you see at once whether the link loads and how large the picture is, and the checks list warns about http:// links, share pages, photos that are not square (classic Outlook stretches those) and images that are too small for sharp display.
You can also upload a photo or logo from your device. It is resized here (a photo is cropped to a square at twice its shown size) and embedded in the signature. Outlook and Apple Mail accept that when you paste. Gmail does not: it drops pasted images that are not online, and an embedded image quickly exceeds Gmail’s limit of 10,000 characters per signature. The counter and the ring in the top bar show how close you are.
Test wall, dark mode and phones
Many mail apps show messages in dark mode. Some invert the colours of your signature, others leave them alone. The Dark mail preview shows the inverting kind, which is the harshest case: a dark logo on a transparent background can disappear. The fix is a logo with a white or light background, or the white tile option on the Images tab, which puts the logo on a white tile. The Phone preview shows the width of a typical phone; contact details that sit on one line wrap naturally instead of running off screen. The Test wall shows desktop, phone, dark mail and classic Outlook side by side, so one glance is enough before you paste.
The accent colour is checked for contrast on white. Role lines and links in a light colour are hard to read in small type, so the checks warn below 3:1 and suggest 4.5:1 or more. You can pick the colour from your logo (an uploaded logo, or a link that allows reading it) or from anywhere on your screen with the eyedropper in browsers that have one.
Signatures for a whole team and Exchange Online
Open the Team tab, paste a table or open a CSV file and the current design is applied to every row. Column names such as name, title, department, email, phone, mobile and photo are recognised, in English and Dutch, and so are the property names of Microsoft Graph (DisplayName, JobTitle, Mail, MobilePhone). Click a person to preview them, copy a single signature, or download a ZIP with one .html file per person, or one page with everybody. The list stays in your browser tab and is never stored or sent anywhere.
Admins can export the same design for an Exchange Online mail flow rule. The signature then carries sender tokens such as %%DisplayName%%, %%Title%%, %%Phone%%, %%MobilePhone%% and %%WindowsEmailAddress%%, which Exchange fills in from each sender’s directory entry, together with a ready-made New-TransportRule PowerShell command. Two things to know: Exchange adds the text at the very bottom of the message, below the quoted thread, and photos cannot be tokens, so they are left out. For a signature right under each reply, give people their own file from the ZIP instead.
Link tracking with UTM tags
With Add UTM tags on the Design tab, links to your website, the button and the banner get utm_source, utm_medium and, if you fill it in, utm_campaign. Analytics tools then show how many visits came from email signatures, or from one team’s signature. Links that already have such a tag are left alone.
Your data and saved signatures
Everything runs in this page. Your details are kept in your browser’s local storage so they are still there next time. Under Saved you can keep several signatures, for example an English and a Dutch one, or one per company, open them again, copy them and export or import the whole library as a small file for another computer. The wand at the top of the form fills the fields from the text of an old signature or a business card. The page uses no cookies and only cookie-free page-view analytics.