Email Signature Generator

On a computer, your HTML signature lives in Gmail's web settings — the mobile app uses a separate, plain-text signature, which is the single most common reason a signature seems to 'disappear' on a phone.

• Open Gmail in a browser and click the gear icon → See all settings.
• On the General tab, scroll down to the Signature section and click Create new.
• Give the signature a name, then paste your copied signature into the box.
• Under Signature defaults, choose it for new emails and, if you want, replies/forwards.
• Scroll to the very bottom and click Save changes — Gmail only saves from that button, not automatically.

On the Gmail mobile app (iPhone or Android), open Menu → Settings → your account → Signature settings. That field is plain text only — the app will not render the HTML layout above. Most people set a short text line here (name and company) and rely on the full HTML signature for mail sent from the web or desktop.

Where signatures live moved around in recent Outlook versions. Use the path that matches the app you actually open:

• New Outlook for Windows / Outlook on the web: go to Settings (gear) → Accounts → Signatures, create a signature, paste it in, then set it as the default for new messages and replies and click Save.
• Classic Outlook / Microsoft 365 desktop: go to File → Options → Mail → Signatures…, click New, paste the signature, choose your default account and message types, then click OK.
• Quick edit while composing: in a new message, use Message (or Insert) → Signature → Signatures… to jump straight to the editor.

Outlook renders signatures with the Microsoft Word engine, which ignores some modern CSS. The layouts here are built with email-safe tables so they survive that — but if you hand-edit the HTML, keep to inline styles and avoid background images.

Apple Mail stores signatures in two separate places — the Mac app and iOS — and they don't share HTML the same way, which trips people up.

• On a Mac: open Mail → Settings (or Preferences) → Signatures, pick the account on the left, click +, and paste your signature into the box on the right. Uncheck Always match my default message font first, or Apple Mail strips your formatting on paste.
• On iPhone or iPad: go to Settings → Apps → Mail → Signature. This field is plain text only, so paste the plain version (name, title, company) — like the Gmail and Outlook mobile apps, iOS Mail does not render an HTML signature.

The line right above your signature — the sign-off — sets the tone. Match it to the relationship and how formal the thread is:

Avoid sign-offs that read as cold or passive-aggressive to a stranger — a bare Regards to a first contact, or a jokey line to a senior you've never met. When in doubt, Best regards is rarely wrong. You can add a sign-off line above your signature with the selector in the tool.

A signature gets scanned in under a second, so density beats decoration. Keep it to three or four short lines:

The rule behind the table: never put anything you *need* the reader to see — your name, title, or phone — inside an image, because many inboxes block images by default (more on that next).

Smaller than most people expect. With roughly 41–55% of email now opened on mobile, a signature has to stay light and legible on a phone — and there's a hard technical ceiling on top of that.

• Gmail clips a message once its HTML passes about 102 KB on desktop — and far less in the iOS Gmail app (often around 20 KB) — hiding everything after the cut behind a “Message clipped / View entire message” link. A heavy signature repeated on every reply eats into that budget (source: Litmus email testing).
• Keep any logo or image under ~50 KB (ideally 30–40 KB) and around 300–600 px wide — but remember images can be blocked entirely, so never rely on one for essential detail.
• Total width: stay under about 600 px so the signature doesn't force horizontal scrolling on a phone, and hold it to three or four short lines.

This is the quiet advantage of a text-only signature: it adds a few hundred bytes, never gets clipped, and never waits on an image to load.

Email clients are far less forgiving than web browsers. The four things that break signatures most often:

• Images are blocked by default in Outlook and many corporate inboxes, so a logo or photo can show as an empty box — which is why every layout here keeps your name and title as real text.
• Dark mode inverts colors. A signature that assumes a white background can lose contrast; these layouts lean on mid-tone greys and your accent color instead of pure black-on-white tricks.
• Outlook desktop uses Word to render HTML, dropping margins, flexbox, and background images — so the layouts are table-based with inline styles.
• Mobile apps often strip HTML and fall back to a plain-text signature; set a short text signature in the app as a backup (see the Gmail steps above).

Want to make sure the emails you send with this signature actually land in the inbox? Run your copy through the spam word checker. And if you manage a busy Gmail, the Gmail filter generator and Gmail alias generator pair well with a tidy signature.

Most signature makers bake your details into an image or a graphics-heavy block. This tool keeps everything as real, selectable text — and for everyday email that's the more dependable choice. Head to head:

The one thing an image gives you that text can't is a pixel-perfect logo — but the logo that actually shows *next to your name in the inbox* comes from BIMI, which needs SPF, DKIM, and an enforced DMARC policy, not a picture pasted into your signature. If deliverability is the real goal, put the effort there and check your mail with the spam word checker first.

For personal email, almost never. But if you send email on behalf of a registered company, several countries require specific details in the footer — this is where a disclaimer stops being optional:

If one of these applies to you, add the required line as plain text under your signature and keep it short — long boilerplate disclaimers add weight and rarely help. This is a starting map, not legal advice; confirm your exact obligations with your own legal or compliance team.