Email Signature Generator

Making a Signature That Works

Your signature is basically a tiny business card at the bottom of every email. The trick is making one that looks decent in Outlook, Gmail, Apple Mail, and whatever else people use—without turning into a garbled mess.

While you're crafting professional email content, you might also want to check out AI writing tools that can help you compose better emails, automate responses, and maintain a consistent professional tone across all your communications.

What to Include (and What to Skip)

Less is more:

• Name: How you want people to address you
• Title/Company: So they know who they're talking to
• Phone: If you actually want calls
• Website: If it's relevant
• LinkedIn: One social link max—nobody needs your Instagram handle in work emails

Email address? They already have it—you emailed them. Skip it unless you're replying from a different address.

Why Signatures Break

Email clients are from the 90s, HTML-wise. What works:

• Keep it short: 4-6 lines. Seriously.
• Boring fonts: Arial, Verdana, Georgia. Fancy fonts won't render.
• Skip the logo: Half your recipients will see a broken image placeholder. If you must use images, the important stuff should be text.
• Test it: Send yourself emails in different clients. Phones too.

Setting It Up

Outlook (Desktop)

1. File → Options → Mail → Signatures
2. "New" to create one
3. Paste the HTML
4. Set it as default
5. Done

Outlook (Web)

1. Gear icon → View all Outlook settings
2. Mail → Compose and reply
3. Paste, save

Gmail

Google's official guide has the full details, but the quick version:

1. Gear → See all settings
2. Scroll to Signature
3. Create new, paste
4. Set defaults, save

Apple Mail

1. Mail → Preferences → Signatures
2. + to add
3. Paste content
4. Assign to account

Etiquette Stuff

• First email: Full signature
• Replies: Consider dropping it after the first exchange—nobody needs your phone number 12 times in a thread
• Internal vs external: Some people use a shorter version for coworkers
• Legal disclaimers: Some industries require them. Check if yours does.

Troubleshooting

It Looks Wrong

Did you paste HTML or plain text? Make sure you're copying the code, not what you see in the preview. If it still looks off, the email client might be stripping styles—try a simpler template.

Links Don't Work

URLs need the full path: https://example.com, not just example.com.

Huge on Mobile

Your signature might be too complex. Strip it down to essentials.