What Is Email Signature Generator?
Email Signature Generator creates professional HTML email signatures that work across Gmail, Outlook, Apple Mail, and other clients. Add your name, title, company, phone, email, social links, and photo — the tool handles the notoriously tricky HTML/CSS that renders consistently across email clients.
How to Use This Tool
Fill in your contact details, add a photo (uploaded, or a hosted image address for Gmail) or an initials avatar, pick one of four layouts and a brand color, and choose icon or text social links. Check the Email client check panel for Gmail and Outlook problems, then copy the rendered signature and paste it into your mail settings. Everything runs in your browser — your photo and details are never uploaded to a server.
Why Use Email Signature Generator?
Email client HTML rendering is famously inconsistent, and signatures built in design tools often break in Outlook or Gmail. This tool writes table-based HTML with inline styles, the approach mail clients handle best, and tells you before you copy whether Gmail will drop anything. It’s free, requires no account, and your personal information stays private. For a detailed walkthrough, see our step-by-step guide.
See also: For the full body rather than just the sign-off, the Email Template Builder produces responsive HTML email templates.
Frequently Asked Questions
Why do I need an HTML email signature instead of a plain-text one?+
Plain-text signatures work — they render the same everywhere and never break — but they don't do the identity work that a signature is supposed to do. A signature is a persistent piece of branded real estate attached to every email you send; over a year of 30-emails-a-day, that's over 7,000 impressions. An HTML signature gets you a consistent typographic treatment, a brand color, a photo or logo for facial or visual recognition, and tappable social links that turn passive readers into LinkedIn connections or newsletter subscribers. The tradeoffs are real: HTML signatures can render awkwardly in ancient clients, and spam filters sometimes flag heavy-image signatures. The solution is what this tool produces: table-based HTML with inline styles, no web fonts (system font stack only), no tracking pixels, and image-optional (initials fallback) — which renders consistently everywhere from Gmail to Outlook 2016 to neglected corporate Exchange servers.
How do I install the signature in Gmail?+
Click Copy Rendered Signature. In Gmail, open the gear icon, then See all settings, scroll to Signature, click Create new and paste. Gmail keeps text, colors, layout and links, but it drops images embedded in the signature, and it refuses signatures over 10,000 characters. So for Gmail, give a hosted photo address instead of an upload and set social links to Text links; the Email client check panel shows a clean result when that is done. Then choose the signature under Signature defaults and click Save Changes.
How do I install it in Outlook, Apple Mail, and other clients?+
Outlook (desktop): File → Options → Mail → Signatures → New, paste the rendered signature, save, and set defaults for 'New messages' and 'Replies/forwards'. Outlook (web): Settings gear → View all Outlook settings → Compose and reply → paste into signature editor. Apple Mail: Mail → Settings → Signatures → click '+' to add, paste the rendered signature, drag it onto your account in the left column. Superhuman: Settings → Signatures → New signature → paste. HEY: Settings → Signatures → paste. Thunderbird: Account Settings → per-account Signature text (check 'Use HTML'), paste. The 'Copy as HTML' button gives you raw markup if you're pasting into a CMS, help-desk tool, or transactional email template.
Will the photo I upload show up correctly for recipients?+
Depends on the mail app. An uploaded photo is embedded in the signature as data (shrunk to 168 px, twice its display size). Apple Mail, Outlook.com, Outlook for Mac and Outlook for Windows display embedded JPEG images, according to caniemail.com's support tables. Gmail does not display embedded images on any platform, and an embedded photo usually takes the signature past Gmail's 10,000-character limit on its own. For Gmail, put the photo on a site you control (or any public https address) and paste that address in the hosted photo field; the signature then links to it, and the recipient's mail app loads it from there.
What information should and shouldn't be in an email signature?+
Include: your name, role, company, one primary contact method (usually phone or scheduling link), a link to the most useful place to find more about you (LinkedIn, personal site, or company bio), and — optionally — a photo or logo. Skip: your physical mailing address (unless legally required for commercial email under CAN-SPAM, and even then it goes in the email footer, not the signature), every social network you have an account on (pick the two that matter — usually LinkedIn plus one), inspirational quotes (they age poorly), pronouns if the recipient doesn't know you (optional; some include them routinely), and legal disclaimers longer than the email itself (if your legal team insists, keep them in a 10px grey block at the bottom rather than in the main signature). The goal is scannable identity and one clear next action, not a business card.
Are HTML email signatures a privacy risk?+
They can be, but this tool's output isn't. Commercial signature platforms often serve images from their own servers or add a tracking pixel, so every open of every email can report back to them. This tool adds no tracking pixels, scripts or analytics. Embedded photos and icons load from inside the email itself. If you use a hosted photo address, the server that hosts it can see when the image is loaded, so pick a host you trust.
Why does my signature show no photo or icons in Gmail?+
Gmail removes images that are embedded in the HTML as data, on web, iOS and Android (caniemail.com, image-base64). An uploaded photo and the icon-style social links are both embedded, so Gmail drops them. Fix it with a hosted photo address (https) and Text links for social profiles; text, colors, layout and links all survive.
How long can an email signature be?+
Gmail refuses signatures over 10,000 characters, and that count includes the HTML and any embedded image data, not just the visible text. The Email client check panel shows the current size. With a hosted photo and text links a typical signature here is under 3,000 characters; an embedded photo alone can add 10,000 or more.
Built by Derek Giordano · Part of Ultimate Design Tools
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