Free email signature generator for Outlook and Gmail
Fill in your details, pick a template and colour, then copy the signature straight into Outlook, Gmail or Apple Mail. The preview updates as you type.
Runs in your browser. Your name, phone number and other details are never sent to or stored by EpiFive; they are saved only in this browser.
Preview
Add it to your email app
- Press Copy signature above.
- In the new Outlook for Windows, select Settings (the gear icon), then Accounts > Signatures.
- If you have more than one account, choose the account the signature is for.
- Select Add signature, give it a name, click in the editing box and paste (Ctrl+V).
- Use the checkboxes at the bottom to add it to new messages and to replies and forwards, then select Save.
- Press Copy signature above.
- In classic Outlook for Windows, go to File > Options > Mail > Signatures. (Or open a new email and choose Message > Signature > Signatures.)
- Under Select signature to edit, choose New, type a name and select OK.
- Click in the Edit signature box and paste (Ctrl+V).
- Under Choose default signature, pick the E-mail account, then set New messages and Replies/forwards. Select OK.
- The email you had open (if any) does not get the new signature; it applies from the next one.
- Press Copy signature above.
- In Outlook on the web (outlook.office.com) or Outlook.com, select Settings (the gear icon), then Accounts > Signatures.
- Select Add signature, name it and paste into the editing box (Ctrl+V or Cmd+V).
- Tick the boxes to use it for new messages and for replies and forwards, then select Save.
- With Microsoft 365, signatures you save here usually also appear in the new Outlook for Windows (roaming signatures).
- The phone apps keep their own signature: one set up on a computer is not used there, so set it in the app too.
- In Outlook for iOS or Android, open Settings (tap your profile picture, then the gear icon).
- Under Mail, tap Signature.
- Paste your signature, or turn on Per Account Signature to give each account its own.
- The mobile signature box is simpler than the desktop editor and may drop images or table layout. The Compact or Minimal template keeps best; to paste from your phone, email the copied signature to yourself first, then copy it from that email.
- Press Copy signature above.
- In Gmail on a computer, select Settings (the gear icon) > See all settings.
- On the General tab, scroll to Signature and select Create new. Name it and paste into the box (Ctrl+V or Cmd+V).
- Under Signature defaults, choose it for new emails and for replies and forwards.
- Scroll to the bottom of the page and select Save Changes. Gmail allows up to 10,000 characters, and images count towards that limit.
- Press Copy signature above (in Safari or Chrome on the Mac).
- In Mail on your Mac, choose Mail > Settings, then click Signatures.
- Select the email account in the left column, click the Add (+) button below the middle column and type a name.
- Click in the preview on the right, delete the sample text and paste (Cmd+V).
- Turn off Always match my default message font so the signature keeps its own font, then close the window.
How to make your email signature
- Type your name, job title, company and contact details. Leave out anything you don’t want shown: empty fields disappear from the signature.
- Paste the https://link of your logo and, for the Photo template, a headshot. A square photo looks best. To find your logo’s link, right-click it on your company website and choose Copy image address.
- Add your LinkedIn, X, Facebook, Instagram or YouTube profiles (a handle such as @yourname is enough), a booking link and a short disclaimer if you need one.
- Choose one of the six templates, an accent colour, a font and a size. Switch the preview to dark mode to check your logo stays visible.
- Press Copy signatureand paste it into your email app’s signature settings. The tabs under the preview show where that is in each app; our step-by-step Outlook signature guide covers every version of Outlook.
Copy signature, Copy HTML or Download .htm?
- Copy signature copies the finished, formatted signature, the same as selecting it on a web page. This is what you paste into Outlook, Gmail and Apple Mail.
- Copy HTML copies the source code, for tools that ask for HTML: an email marketing platform, a helpdesk, or an IT team setting up signatures centrally.
- Download .htm saves the signature as a small web page. Keep it as the master copy, send it to a colleague, or open it in a browser later and copy from there.
Why the HTML looks old-fashioned
Email apps are not web browsers. Classic Outlook for Windows draws emails with Word’s layout engine, Gmail removes much of the styling that websites rely on, and many apps rewrite colours in dark mode. So the generator writes signatures the way that survives everywhere: layout with nested tables, every style written inline on each element, no CSS classes or style blocks, no flexbox or grid, and a width and height on every image. The check under the preview confirms this and shows the size of the HTML, which stays well under Gmail’s 10,000-character limit.
Tips for a signature that works
- Keep it short: a name, role, company, one or two phone numbers, email and website is plenty. Recipients read it on phones.
- Use your own domain’s email address and website, and check that your domain’s SPF, DKIM and DMARC are set up so your emails reach the inbox.
- Send yourself a test email and open it in Outlook, Gmail and on a phone before you roll the signature out.
- Update the signature when your title or number changes: copy a fresh one and replace the old one in each app.
Related tools
- Email domain checker: Check MX, SPF (with the 10-lookup limit), DKIM, DMARC, MTA-STS and TLS-RPT for any domain, with fixes.
- DMARC record generator: Build a DMARC record step by step, from p=none monitoring to p=reject, with reporting addresses.
- SPF record generator: Tick your email services and copy one valid SPF record, with a live count of the 10-lookup limit.
- QR code generator: QR codes for links, text, Wi-Fi and UPI payments, as PNG or SVG. No sign-up, no expiry.
Related guides
Questions people ask
How do I add an HTML signature to Outlook?
Outlook’s signature editors don’t accept HTML code, so paste the finished signature instead. Press Copy signature, then in the new Outlook or Outlook on the web go to Settings > Accounts > Signatures, select Add signature and paste. In classic Outlook go to File > Options > Mail > Signatures, choose New and paste into the Edit signature box.
Why do the images in my signature show up as attachments or not at all?
Images embedded inside the signature (base64 or data: images, or pictures pasted from your computer) are stripped by some email apps and sent as attachments by others. Images loaded from a public https address avoid that, which is why this generator asks for image links. Some recipients’ apps also hide downloaded pictures until they allow them, so the signature is built to read well without the logo.
Will my signature work in dark mode?
Outlook, Gmail and Apple Mail recolour emails in dark mode in different ways, and the sender can’t control it. The templates use mid-tone text colours and no background colours behind the text, so text stays readable when an app inverts it, and the social icons are grey discs that show on white and dark backgrounds. Use the Dark mode preview to check your logo: a dark logo on a transparent background can disappear, so use a version with its own light background if needed.
Are my details sent to EpiFive?
No. The signature is built in your browser, and your entries are saved only in this browser’s local storage so they are still there next time. The social icons are small images hosted on www.epifive.com, so when someone opens your email their app loads them from there, like any image in a signature.
What size should my logo be?
The templates show a logo up to about 120 pixels wide (170 in Logo on top). For a sharp result on high-resolution screens, upload a PNG or JPG about twice that width and keep the file small, ideally well under 100 KB. The generator reads your image’s real size and writes matching width and height attributes, so it is never stretched.
Is there a size limit for email signatures?
Gmail allows up to 10,000 characters in a signature, and images count towards that limit. The generator shows the size of your signature’s HTML and warns you above 10 KB. A long legal disclaimer is the usual cause; keep it to a sentence or two.
Why does my signature look different on my phone?
Outlook for iOS and Android have their own Signature setting (Settings > Mail > Signature), separate from the desktop and web versions, and its editor is simpler. Set the signature in the app as well, and choose the Compact or Minimal template if images or columns don’t come through.
Can I give everyone in my company the same signature?
You can make each person’s signature here and send it to them, but that relies on everyone pasting it correctly. In Microsoft 365, an admin can add a mail flow rule that appends a signature or disclaimer to every outgoing email, with limits explained in our Outlook signature guide. EpiFive is building an Outlook add-in that applies one signature design for the whole team automatically; you can join the waitlist on this page.