Email Signature Generator

How to set up an email signature, app by app

Make your signature above, press Copy signature, then paste it into the signature box of your email app. Here's exactly where that box is.

How to add your signature in Gmail

On a computer, open Gmail, click the gear icon, then See all settings. On the General tab, scroll to Signature, click Create new, give it a name and paste. Under Signature defaults, choose it for new emails and for replies, then scroll to the bottom and click Save Changes. Google's own steps are in the Gmail Help Center ↗.

The phone app is where most people get confused. The Gmail app only takes a plain text signature, and in Google's words, "if you don't create a signature in the Gmail app, new messages use the signature you created on your computer." So if you want your full designed signature on your phone too, leave the app's mobile signature empty. If you'd rather have a short one there, use Copy plain text above.

Outlook and Apple Mail

In Outlook on the web or the new Outlook, go to Settings, then Accounts, then Signatures, add a signature, paste, and choose whether it goes on new messages, replies or both. In classic Outlook on Windows it's File, then Options, then Mail, then Signatures. If the formatting comes out wrong, use Copy HTML instead. In Apple Mail on a Mac, open Mail, then Settings, then Signatures, pick your account and click the plus button. If the fonts change after you paste, untick Always match my default message font. On an iPhone, the signature lives in Settings, then Mail (or Apps, then Mail on newer versions), then Signature, and it's set separately from your Mac.

Why your logo isn't showing (and how to fix it)

Email signatures can't carry an uploaded image. They point to a picture that lives online, so the image link has to open the picture itself, publicly, over https. Three things break this:

• Google Drive and Google Photos links. They open a Google page, not the image file, so the logo shows as a broken box.
• Facebook image links. They expire, so the logo works for a few weeks and then disappears.
• Outlook's image blocking. Outlook often hides pictures until the reader clicks to download them. That's why your name and contact details should be text, never part of the image.

The simplest fix is the Upload from your devicebutton above: it resizes your photo or logo and hosts it, then fills in the link for you. If you'd rather use your own website, in WordPress upload it to the Media Library and use Copy URL to clipboard. To test any link, open it in a private browser window: you should see only the image. Keep the file small, around 280 pixels wide for a logo or 152 pixels square for a photo, and run it through the Image Compressor first. Prefer no image at all? Leave it empty and the classic style shows your initials instead.

What a professional email signature should include

A signature is there so people can reach you, not to decorate the email. For a business in Nepal, this is what earns its place:

Leave out long quotes, big banners, several phone numbers and legal paragraphs nobody reads. Every line you add makes the important ones harder to find.

Frequently asked questions