Team Email Signature Generator (CSV to Signatures)
One brand kit, one staff list: a checked, matching signature for everyone.
Staff list
Or paste rows from a spreadsheet
Columns
Matched by their names — change any that are wrong.
Signatures
Open a staff list, or press Example team, to see everyone’s signature here.
Best regards,
About the Team Email Signature Generator (CSV to Signatures)
Set up your company’s brand kit once — layout, font, accent colour, logo, website, address, social links and the notice under every signature — then open a CSV or Excel file with one row per employee (name, job title, department, email, phones, photo address, LinkedIn, an extra line). Every person gets a signature built with the same templates and HTML as the single Email Signature Generator, so the whole team matches.
Each row is checked before you download: missing job titles, emails or phones, an email that appears twice, a photo that is not on the company’s own website, a number with too few digits and Gmail’s 10,000-character limit. The ZIP has one .htm and one .txt file per person, an overview page with every signature, an install guide for Gmail, Outlook and Apple Mail, and a sheet for IT. The list stays in your browser.
How to use it
- Fill in the brand kit: company, website, main phone, address, logo address, layout and accent colour, company social links and an optional notice. It is remembered in this browser for next time (the staff list is not).
- Open your staff list (CSV, XLSX, XLS or ODS), paste rows copied from a spreadsheet, or download the template CSV and fill it in. The first row must hold the column names.
- Check the column mapping: the tool recognises common names such as “Designation”, “E-mail” or “Mobile No”; change any column it guessed wrong.
- Go through the signatures: the list shows who is ready and who needs a look (filter “Needs a look”); pick a person to see their signature and the exact problem.
- Optionally press Check images to load every photo once: broken addresses are reported and each photo gets its exact height in the HTML.
- Press Download ZIP, then send each person their file and the install guide (or hand the IT sheet to whoever sets up signatures).
Examples
Full name,Job title,Department,Email,Direct phone,Mobile,Photo address Asha Kulkarni,Head of Marketing,Marketing,asha.kulkarni@example.com,+44 20 7946 0101,+44 7700 900101,https://www.example.com/team/asha.jpg
signatures/asha-kulkarni.htm and signatures/asha-kulkarni.txt, plus index.html, how-to-install.html, README.txt, it-sheet.csv and it-sheet.xlsx
First name: Daniel · Last name: Okafor
Daniel Okafor
When there is no full-name column, the first and last names are joined.
Direct phone: (empty) · company phone in the brand kit: +44 20 7946 0123
T +44 20 7946 0123
Turn off Use the company phone when someone has no direct line to leave the line out instead.
Common uses
- Give a new brand to every employee’s signature in one go after a rebrand.
- Prepare signatures for a batch of new joiners from the HR export.
- Make department or branch versions with different addresses and phone numbers.
- Hand IT a checked list of who still lacks a photo, title or valid phone number.
What each row can contain
- Name (required): a full-name column, or first-name and last-name columns.
- Job title, Department, Pronouns, Email, Direct phone, Mobile.
- Photo address: the https address of the person’s photo on the company’s own website (for example
https://www.example.com/team/asha.jpg). - LinkedIn profile: replaces the company LinkedIn link in that person’s signature; the brand kit’s other links stay.
- Extra line: replaces the brand kit’s short line for that person (a specialism, a quote, office hours).
- Office address: replaces the company address (people in branch offices).
- Meeting link: the person’s own booking page for the call-to-action link.
Why photos must be on your own website
Email apps do not store a signature’s pictures: they load them from their web address each time a message is opened. MySmartCoPilot hosts no images, and pictures pasted into a signature as data count towards Gmail’s 10,000-character limit and are removed by many apps. Put staff photos and the logo on the company website (or the image storage the company controls), at public https addresses. The checks warn about photos on another site, because a free image host or a personal cloud link can stop working or change.
What is in the ZIP
signatures/<name>.htm: each person’s signature as an HTML file. Opened in a browser it can be selected and copied into any email app.signatures/<name>.txt: the plain-text version for phone apps.how-to-install.html: steps for Gmail, new Outlook and Outlook on the web, classic Outlook for Windows, Apple Mail and phones.index.html: every signature on one page with its problems, to review with the team.it-sheet.csvandit-sheet.xlsx: one row per person with the file names, HTML size, whether it fits Gmail’s limit, the status and the problems.README.txt: what each file is for.
Setting signatures centrally
This tool makes the files; it does not change anyone’s mailbox. Google Workspace administrators can set signatures with the Gmail API (users.settings.sendAs, see Google’s guide); otherwise each person pastes their own signature using the install guide.
Limitations
- Images are not hosted or uploaded: photos and the logo must already be at public https addresses.
- The tool writes files; installing a signature is still done in each email app (or by an administrator’s own tools).
- Up to 2,000 people per file; larger lists can be split into several files.
- Email apps differ: classic Outlook for Windows draws round photos as squares, and some apps change colours in dark mode. Send a test email before rolling out.
- The brand kit is saved in this browser only; the staff list is not saved at all.
Privacy
Everything happens in your browser. What you enter or open here is not uploaded or stored by MySmartCoPilot. Only for photos and the logo: the previews (and “Check images”) load them from the web addresses in your file, as your recipients’ email apps will. Your staff list never leaves this browser.
Frequently asked questions
Which columns does my file need?
Only a name (a full-name column, or first-name and last-name columns). Everything else — job title, department, email, phones, photo address, LinkedIn, extra line, office address and meeting link — is optional. Download the template CSV to see the column names the tool recognises automatically; other names can be picked in the column mapping.
Are these the same signatures as the single Email Signature Generator?
Yes. Each person’s signature is built with the same layouts (side by side, stacked, compact), fonts and HTML as the Email Signature Generator, from the brand kit plus that person’s row.
How does each employee install their signature?
They open their .htm file in a browser, select everything (Ctrl+A or ⌘A), copy it and paste it into the signature settings of Gmail, Outlook or Apple Mail. how-to-install.html in the ZIP has the steps for each app, and phone apps take the .txt version.
What do “Check” and “Fix” mean in the list?
Fix: the signature cannot be made as it is (a row without a name). Check: it can be made, but something looks wrong or is missing — for example no job title, an email that appears twice, a phone number with too few digits, a photo on another website or a signature longer than Gmail’s 10,000 characters. Pick the person to see the exact problem.
Is my staff list uploaded?
No. The file is read in your browser and the ZIP is made in your browser. Only the photos and the logo are loaded from the addresses in your file, to show them in the previews — exactly as your recipients’ email apps will.
What does “Check images” do?
It loads each photo and the logo once, from the addresses in your file. Addresses that do not open as a picture are reported, and every picture gets its exact height for the width you chose: the HTML then carries both width and height, which helps email apps that size pictures from the HTML (classic Outlook for Windows among them).