Free Email Signature Generator for Gmail & Outlook

What this email signature generator does

Your email signature is seen by every customer, supplier, marketplace account manager and investor you write to. A clean signature makes a small business look established, gives people every way to reach you, and can carry one useful call to action, such as booking a call or visiting your store.

This email signature generator builds that signature for you. Fill in your name, role, company, phone, WhatsApp, email, website, address, logo, photo and social links, choose one of four designs and a brand colour, and watch the live preview update. When it looks right, click Copy signature and paste it into Gmail or Outlook. If you need the code, for example for Apple Mail, a CRM or a helpdesk tool, click Copy HTML.

The output follows the rules that keep signatures from breaking in email apps: table-based layout, inline styles only, web-safe fonts (Arial or Helvetica), images with fixed widths, and no scripts or external stylesheets. The preview sits on a white background because almost all business email is read in a light theme. Everything runs in your browser and nothing you type is saved or sent.

How to create your signature

1. Add your details. Name, role and company are the essentials. Add the phone and WhatsApp numbers you actually answer. For India, a 10-digit mobile number is converted to the +91 format for the WhatsApp link automatically.
2. Add your logo and photo. Paste links to images that are already online, for example from your website’s media library. Use https links. A square photo of about 160 × 160 pixels and a logo about 240 pixels wide look sharp on high-resolution screens.
3. Add social links. Paste full profile URLs for LinkedIn, Instagram, Facebook, X or YouTube. Only add the ones you keep active.
4. Choose a template and colour. Classic puts your logo beside a coloured divider. Modern leads with your photo and an accent line. Compact keeps everything in one column for people who write a lot of short emails. Banner adds a coloured call-to-action strip. If you pick a very light brand colour, link text is darkened automatically so it stays readable.
5. Add a call to action (optional). One line such as “Book a free 15-minute call” or “Shop our Diwali range”, with a link. If you leave the link blank, your website is used.
6. Copy and paste. Click Copy signature and follow the Gmail or Outlook steps shown next to the preview.

Adding the signature to Gmail and Outlook

Gmail

On a computer, open Gmail, click the gear icon, then See all settings. On the General tab, scroll to Signature, click Create new, give it a name and paste. Under “Signature defaults”, choose it for new emails and replies, then click Save Changes at the bottom of the page. Gmail limits signatures to 10,000 characters; the generated HTML is well within that for normal use.

Outlook

In Outlook on the web and the new Outlook for Windows, open Settings, go to Accounts (or Mail, depending on your version), then Signatures. Create a new signature, paste, choose it as the default for new messages and replies, and save. In classic Outlook for Windows, go to File, Options, Mail, Signatures, click New and paste into the editor. Menu names change between versions, so if you can’t find these exact labels, search Outlook’s settings for “signature”.

Mobile apps

The Gmail and Outlook mobile apps use a separate, mostly plain-text signature. Set the rich version on desktop or web; it is used when you send from there.

Worked examples

A D2C founder selling on a website and marketplaces

Use the Banner template with your logo, your website and a CTA such as “Shop the new collection”. Put your support WhatsApp number in, so customers who reply to an order email can reach you quickly.

A CA, consultant or real estate advisor

Choose Modern with a professional photo, your role and membership details in the title line (for example “Chartered Accountant”), office address and a CTA to book a consultation.

A sales team at a manufacturing or export business

Classic works well with a company logo and the same brand colour for everyone. Make one signature, copy the HTML and change only the name, role and phone for each person, so the whole team looks consistent when writing to buyers in India, the Middle East or Europe.

Tips and common mistakes

• Keep it short. Name, role, company, two or three contact methods and your key links are enough. Long legal disclaimers belong in a separate footer if you need them.
• Don’t use one big image as the whole signature. Many email apps block images by default, and an image-only signature becomes a blank box. Text with a small logo always shows.
• Host images somewhere stable. If the image link breaks, every email you have ever sent shows a broken image. Your own website is usually the best place.
• Check dark mode. Some email apps invert colours in dark mode. Logos with a transparent background and dark text can disappear; a logo with its own light background is safer.
• Test before rolling out. Send a test email to a Gmail address and an Outlook address and open them on a phone as well as a computer.
• One CTA only. A signature with three banners and five links looks like an advert.

FAQs

Is this email signature generator free?

Yes. It is free with no sign-up and no watermark in your signature. The signature is generated in your browser; we don’t store your details.

Why does my logo not show after pasting?

The image link must be public and start with https. Open the link in a private browser window: if you can’t see the image, the email app can’t either. Links to Google Drive or Dropbox files often don’t work as images; upload the logo to your website instead.

Can I upload my logo directly in this tool?

No. Email signatures work best with images hosted online, so the tool asks for an image URL. Upload the image to your website or another public host and paste the link.

Why are my photo’s rounded corners square in Outlook?

Classic Outlook for Windows ignores rounded corners in HTML. The photo will show as a square there, and round in Gmail, Apple Mail and most other apps. For a round photo everywhere, crop the image itself into a circle on a white background.

Will the signature work in Apple Mail, Zoho Mail or my CRM?

Usually, yes. Most tools accept either the copied signature or the HTML code. Use Copy HTML when a tool has an HTML or source-code field for signatures.

A good signature is a small part of looking professional online; your website is the biggest. If yours feels outdated or slow, GrowthLife’s website development team builds fast, mobile-friendly business websites that match your brand. You can also explore more free tools from GrowthLife.