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Email signature generator

Fill in your details, add your photo or logo, links and brand colors, and copy a signature that holds up in Gmail, Outlook and Apple Mail. It is built with tables and inline styles, the way email needs it.

1. Your details
2. Photo or logo
Email apps load the image from the web, so it must be a public https link to a PNG or JPG. Leave it empty for a text only signature.
Shape
3. Layout and brand colors
Layout
Name, labels and divider.
Title and contact details.
Only fonts installed on almost every computer, so the signature looks the same for everyone.
4. Social links
Show them as
5. Extras

Live preview

From: Alex Morgan <alex@example.com>
Subject: Proposal for the spring campaign

Hi Sam,

Thanks for the call this morning. The proposal is attached, and I am happy to walk you through it whenever suits you.

Best regards,

    Install your signature

    Press Copy signature first, then follow the steps for your email app. Paste the signature, not the HTML code, unless the steps say otherwise.

    1. In Gmail on a computer, click the gear icon, then See all settings.
    2. On the General tab, scroll to Signature and click Create new. Give it a name.
    3. Click in the signature box and paste with Ctrl+V (Cmd+V on a Mac).
    4. Under Signature defaults, choose it for new emails and for replies.
    5. Scroll to the bottom of the page and click Save Changes.

    The Gmail phone apps use their own plain text signature. The one you set here is used when you send from Gmail on a computer.

    Next steps

    Beyond the tool

    Want signatures that match the brand for the whole team?

    We design email signatures, letterheads and document templates as one system, and roll them out to every mailbox.

    Get a brand identity proposalA fixed-price proposal within one working day

    Recent workSee the portfolio (opens in a new tab)

    The guide

    Email Signature Generator: the complete guide

    Methodology and limitsUpdated 17 October 2026

    Built and maintained by the designers and marketers at DEMARCA, an award-winning design studio in Portugal.

    On this page
    1. How to make a professional email signature
    2. An HTML email signature generator built with tables
    3. Images in email signatures
    4. What to put in an email signature
    5. A signature for the whole team
    6. Methodology and limits

    How to make a professional email signature

    A good signature tells people who you are, how to reach you and where to find out more, without turning every email into a flyer. This generator builds one from your details in a few steps, and the preview on the right is exactly what you will copy.

    1. Your details. Name, job title and company, then the ways people can contact you. Empty fields are left out of the signature, so fill in only what you want shown.
    2. Photo or logo. Paste the web address of an image (see below for where to get one). A headshot works well for consultants and sales roles; a logo suits a company signature shared by a team.
    3. Layout and colors. Choose one of four layouts and set your brand color and text color with a hex code. The brand color goes on your name, the small labels and the divider line.
    4. Social links. Paste the full address of each profile you want to show. Leave the rest empty.
    5. Copy and install. Press Copy signature and follow the steps for Gmail, Outlook or Apple Mail above.

    An HTML email signature generator built with tables

    Email apps are not web browsers, and each one draws HTML its own way. What renders the same across all of them is old fashioned HTML: tables for layout, with the font, size and color written inline on every cell. That is the only code this generator writes.

    Email appHow it draws emailWhat that means for your signature
    Classic Outlook for WindowsMicrosoft Word's layout engineCSS sizing and rounded corners are ignored, so images carry a width attribute and a circle photo shows as a square.
    GmailRewrites the code it receivesUp to 10,000 characters per signature, images only from a public link, no SVG.
    New Outlook and Outlook on the webWeb based editorPaste the copied signature; it is stored with your Microsoft account.
    Apple Mail on a MacClose to a web browserUntick "Always match my default message font", or your fonts and colors are replaced.
    Mail on iPhone and iPadBasic formatting in the signature settingImages and layout may not carry over; send from a computer for the full signature.

    Fonts are limited to ones installed on nearly every computer, because email apps cannot load web fonts reliably, and the code contains no scripts, style blocks or comments for an app to strip out.

    Getting the HTML code

    Copy HTML gives you the raw code for signature managers, help desks and CRMs that ask for HTML, or as a master copy for your team. Download .html saves the same signature as a file you can open in a browser, which is also the reliable way into classic Outlook.

    Images in email signatures

    Most problems with signatures come from the image. Email apps do not receive the image with the message: they download it from the address in the signature each time someone opens the email. That is why this generator asks for a URL instead of an upload.

    • Where to host it. The simplest place is your own website. In WordPress, upload the image to the Media Library and copy its File URL; Squarespace, Wix, Shopify and Webflow all give you a direct link to uploaded images too. The address should end in .png or .jpg and open the bare image when you paste it into a browser.
    • Not a share link. Links from Google Drive, Dropbox, OneDrive or iCloud usually open a viewer page rather than the image itself, so the signature shows a broken image. The checks under the preview flag these.
    • Format and size. Use PNG for logos and JPG for photos. SVG does not display in Gmail or Outlook, and WebP is not supported everywhere. Upload the image at two or three times the width you show it at (for example 270 pixels wide for a 90 pixel logo) so it stays sharp on high resolution screens, and keep the file small.
    • Social icons. The icons are small PNG files hosted on our site, so your signature loads them from wearedemarca.com. If you would rather have no images from anyone else's server, choose Text links.
    • Blocked images. Some email apps and company mail servers block images until the reader allows them. Your name, title and contact details are real text in this signature, so they always show, even when the image does not.

    What to put in an email signature

    Most of the time, less is more. The signature appears on every message and every reply, so each line has to earn its place.

    • Always: your full name, job title, company and one main way to reach you.
    • Usually: a phone number, your website and a photo or logo.
    • Sometimes: two or three social profiles that you actually keep up to date, a single call to action such as booking a call, and the address if people visit you.
    • Only if required: legal small print. Companies in the UK must show details such as the registered name, number and office on business letters and emails, and some regulated businesses must add more. Check what applies to yours.

    Keep the signature to about the height of a phone screen's first glance: five to seven lines of text and one image. Long quotes, several banners and a dozen icons push the actual reply out of view.

    Your brand color has to stay readable on white, which is why the checks under the preview grade it. For an exact ratio on any pair of colors, use the color contrast checker; if the brand has no fixed palette yet, the brand guidelines template is where to write one down.

    A signature for the whole team

    One person can copy and paste a signature. For a team, the hard part is keeping twenty signatures consistent as titles, numbers and branding change. Start from one layout and color set, keep the HTML as a master copy, and change only the personal details for each person. Google Workspace and Microsoft 365 admins can also set signatures centrally, with their own tools or with a signature manager that accepts HTML.

    Methodology and limits

    The HTML
    Nested tables with role="presentation", every style inline, images with a fixed width attribute and display:block, phone numbers as tel: links and the email as a mailto: link. No style blocks, scripts, web fonts or comments.
    Checks
    Brand and text colors are tested against white with the WCAG 2.2 contrast formula (4.5:1 for small text, 3:1 as the floor for the name). The code length is compared with Gmail's 10,000 character limit, stated in Gmail Help (read October 13, 2026). Image links are checked by pattern only: https, file extension, and the share link formats of Google Drive, Dropbox, OneDrive and iCloud.
    Images
    Nothing is uploaded or hosted for you. Your photo or logo loads from the link you give; the social icons load from wearedemarca.com unless you choose text links.
    Privacy
    The details you type are kept in your browser's local storage so they are there next time. They are only shared with DEMARCA if you choose to include them in an enquiry and submit the form.
    What it does not do
    It does not open the image link to confirm it loads, test the signature in real email apps, or control dark mode, where some apps recolor emails. The preview is a browser rendering on a white background, which is closest to Apple Mail and Gmail; classic Outlook will differ slightly. It does not install signatures for a team.

    FAQ

    Questions people ask

    How can I create an HTML email signature?

    Fill in your details, add the link to your photo or logo and your social profiles, and pick a layout and brand color. The generator writes table based HTML with inline styles, which is what Gmail, Outlook and Apple Mail render reliably. Press Copy signature and paste it into your email app's signature settings.

    How do I add an HTML signature to Outlook?

    Copy the signature itself, not the code, then open Outlook's signature settings, create a new signature and paste. In the new Outlook and Outlook on the web it is under Settings, Accounts, Signatures; in classic Outlook for Windows it is File, Options, Mail, Signatures. If classic Outlook loses the layout, open the downloaded .html file in a browser, select all, copy and paste that instead.

    Why don't the images in my signature show?

    Email apps download signature images from the web, so the image needs a public https link that opens the bare PNG or JPG. Share links from Google Drive or Dropbox open a viewer page instead and show as broken. Some apps also block images until the reader allows them, which is why your contact details stay as real text.

    Why does my signature look different in Outlook than in the preview?

    Classic Outlook for Windows draws email with Microsoft Word's engine, which ignores rounded corners and most CSS sizing, so a circle photo turns square and spacing can shift by a few pixels. The layout itself holds because it is built with tables. If the paste breaks it, open the downloaded .html file in a browser, select all, copy and paste that into Outlook instead.

    Why do recipients see my logo as an attachment or not at all?

    Usually because the image was pasted or uploaded into the signature instead of linked, so the email app attaches it, or because the recipient's app blocks images until they allow them. Linking a small PNG or JPG from your own website avoids the attachment. Your name and contact details are real text, so they still show when images are blocked.

    Can ChatGPT generate a signature?

    It can write signature HTML, but it often uses code that email apps ignore, such as style blocks, flexbox or images without a fixed width, and you only find out after pasting it into Outlook. A dedicated generator uses email safe markup and shows the result before you copy it.

    Is this email signature generator free?

    Yes. There is no sign up and no watermark or link back to us in your signature, and the signature is built in your browser: your details are only shared with DEMARCA if you choose to include them in a quote request and submit the form. For matching signatures across a whole team, we can design and roll them out as part of your brand identity.

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    Digital stationery

    Let's make something matter.

    We design email signatures, letterheads and document templates as one system, and roll them out to every mailbox.

    • A reply from a designer within one working day
    • A fixed-price proposal before any work starts
    • Senior-led work with clearly defined deliverables
    • Clients in Portugal, across Europe and further afield

    Request a quote

    Prefer email? hello@wearedemarca.com