Email Signature Generator
A clean HTML signature for Gmail, Outlook and Apple Mail — copy, paste, done.
Preview
Best regards,
Add it to your email
Gmail (on a computer)
- Press Copy signature above.
- In Gmail, open Settings (the gear) → See all settings.
- In the General tab, find Signature, create a new signature and paste into the box (Ctrl+V, or ⌘V on a Mac).
- Choose it under the signature defaults for new emails and replies, then scroll down and press Save Changes.
Gmail allows up to 10,000 characters in a signature — the size is shown above the preview.
New Outlook and Outlook on the web
- Press Copy signature.
- Open Settings → Accounts → Signatures and choose Add signature; give it a name.
- Paste into the box, tick whether to add it to new messages and to replies, and Save.
Classic Outlook for Windows
- Press Copy signature, then open a new email in Outlook.
- On the Message menu choose Signature → Signatures, then New and type a name.
- Paste under Edit signature, pick it for New messages and Replies/forwards, and press OK.
Later changes: File → Options → Mail → Signatures. Classic Outlook draws photos square even when you choose a rounded or circle shape.
Apple Mail (Mac)
- Press Copy signature.
- In Mail choose Mail → Settings → Signatures, select your account and press + to add a signature.
- Paste into the preview on the right (Edit → Paste).
Phones and other apps
Many phone mail apps keep only text in their signature setting: use Copy plain text and paste it there. Apps and email platforms that accept HTML (Thunderbird’s “Use HTML” option, newsletter tools) take Copy HTML code.
About the Email Signature Generator
Type your name, role and contact details, add a photo or logo and your social profiles, and the signature appears as it will look at the bottom of an email. Press Copy signature and paste it into the signature settings of Gmail, Outlook or Apple Mail — step-by-step instructions for each are next to the preview. You can also copy the HTML code, a plain-text version for phones, or download an .htm file.
The signature is built the way email programs display reliably: a layout table, inline styles, fonts every computer has, images by web address with their size set, and social links made of text in each network’s colour, so they show even when the recipient’s app blocks pictures. Your details stay in this browser.
How to use it
- Fill in You and Contact — leave out anything you do not want shown.
- Optional: paste the web address of your photo or logo (it must already be online), and add social links. A WhatsApp number written with + and the country code (+91 98765 43210) becomes a click-to-chat link.
- Optional: add a call-to-action link (for example a booking page), a short line, and a confidentiality notice.
- Choose a layout, font, text size and accent colour in Design, and check the preview.
- Press Copy signature, then follow the steps for your email app under Add it to your email.
Examples
[photo] │ Asha Kulkarni (she/her)
│ Head of Marketing
│ Example Industries Ltd
│ T +91 20 4000 1234 | M +91 98765 43210
│ [email protected] | www.example.com
│ LinkedIn | Instagram | WhatsApp+91 98765 43210
https://wa.me/919876543210
WhatsApp’s click-to-chat links use the full international number without “+”, zeros, brackets or dashes.
Asha Kulkarni (she/her) Head of Marketing | Example Industries Ltd T +91 20 4000 1234 | M +91 98765 43210 [email protected] | www.example.com
Photos and logos must be online
Email apps show images from a public web address — such as your logo on your company website or a photo on your profile page. Paste that address (right-click the image → “Copy image address”); the tool loads it to check that it works and to set its exact size. Images pasted into a signature as data count towards Gmail’s 10,000-character limit and are dropped by many apps, so this tool does not embed them. If your logo is not online, paste the signature first and then add the image with your email app’s own image button.
Where to paste it
- Gmail: Settings → See all settings → General → Signature. A Gmail signature can have up to 10,000 characters — the preview shows the size.
- New Outlook and Outlook on the web: Settings → Accounts → Signatures → Add signature.
- Classic Outlook for Windows: in a new email, Message → Signature → Signatures → New; change it later in File → Options → Mail → Signatures.
- Apple Mail: Mail → Settings → Signatures, choose the account and press +.
- Phones: many mail apps keep only text in their signature setting — use Copy plain text.
What the HTML contains
One table for the layout, with every style written on the element (email apps ignore style sheets), the font you choose with safe fall-backs, width and height on every image, tel: and mailto: links for your numbers and email, and nothing that runs code. Everything you type is escaped, so a name such as “R&D <Team>” appears exactly as typed.
Limitations
- Email apps differ: classic Outlook for Windows ignores rounded corners (photos show square), and some apps show signatures in dark mode with changed colours. Send yourself a test email after setting it up.
- The tool cannot host images. Photos and logos must already be at a public https address; an image behind a login or a private sharing link will not show to recipients.
- Social links are text labels and badges, not the networks’ logo images.
- Your signature is saved in this browser only; clearing browsing data removes it.
Privacy
Everything happens in your browser. What you enter or open here is not uploaded or stored by MySmartCoPilot. Only for your photo and logo: the preview loads them from the web addresses you enter, as your recipients’ email apps will. Nothing you type is sent to MySmartCoPilot.
Frequently asked questions
How do I add this signature to Gmail?
Press Copy signature. In Gmail on a computer, open Settings → See all settings, find Signature in the General tab, paste into the signature box, choose it for new emails and replies, and press Save Changes at the bottom.
Why does my logo not show up?
The image must be at a public web address. Open the address in a new private window: if you see only the picture, it will work; if you see a page, a login or a download prompt, copy the address of the image itself instead (right-click → Copy image address).
Is there a size limit?
Gmail allows up to 10,000 characters in a signature. The preview shows the size of the HTML; a typical signature from this tool is 2,000–5,000 characters.
Will the social icons work everywhere?
Yes — they are made of text in each network’s colour rather than pictures, so they show even when the recipient’s app blocks images, and each one links to your profile.
Can I add a legal disclaimer?
Yes, under Link, line and notice. Use your organisation’s own wording if it has one; the tool can insert a common confidentiality wording as a starting point.
Do you store my signature?
Only in this browser, so you can come back and edit it. Nothing you type is uploaded; only your photo and logo are loaded from the addresses you give, to show them in the preview.