Email Signature Generator

Creating Professional Email Signatures

An email signature serves as your digital business card. It provides recipients with your contact information and reinforces your professional identity. A well-designed signature is concise, readable, and compatible across different email clients like Outlook and other applications.

Key Elements of Effective Signatures

Include only essential information to keep your signature professional and readable:

• Name: Your full name as you want to be addressed
• Title and Company: Your role and organization
• Contact Information: Phone number and/or email (email may be redundant if they're already corresponding with you)
• Website: Company or portfolio website if relevant
• Social Links: Professional profiles like LinkedIn (limit to 1-2)

Design Best Practices

Follow these guidelines for signatures that display well across email clients:

• Keep it compact: 4-6 lines maximum. Long signatures distract from message content.
• Use web-safe fonts: Arial, Verdana, Georgia, and similar fonts display consistently.
• Avoid images when possible: Many clients block images by default. If using images, ensure key info is in text.
• Test across clients: Check how your signature appears in Outlook, Gmail, Apple Mail, and mobile apps.
• Mobile-friendly: Signatures should be readable on smartphones without zooming.

Installing Your Signature

Microsoft Outlook (Desktop)

1. Go to File → Options → Mail → Signatures
2. Click "New" to create a new signature
3. Paste your copied HTML into the editor
4. Set as default for new messages and/or replies
5. Click OK to save

Microsoft Outlook (Web)

1. Click the gear icon → View all Outlook settings
2. Go to Mail → Compose and reply
3. Paste your signature into the editor
4. Save changes

Gmail

1. Click the gear icon → See all settings
2. Scroll to the Signature section
3. Click "Create new" and paste your signature
4. Set signature defaults for new emails and replies
5. Save changes

Apple Mail

1. Go to Mail → Preferences → Signatures
2. Click + to add a new signature
3. Paste your signature content
4. Assign to your email account

Signature Etiquette

Consider these practices for professional email communication:

• New conversations: Include full signature on first email
• Replies: Consider a shorter version or omitting for ongoing threads
• Internal vs. external: Some use different signatures for colleagues versus clients
• Legal requirements: Some industries require specific disclosures in email signatures

Common Issues and Solutions

Signature Displays Incorrectly

If your signature looks different than expected:

• Check that you pasted the HTML code, not plain text
• Some email clients strip formatting—use simpler designs if needed
• Avoid complex tables or CSS that older clients may not support

Links Not Working

Ensure all URLs include the full path (https://...). Relative links won't work in email signatures.

Signature Too Large on Mobile

Test your signature on a phone. If it's too wide or long, simplify the design and reduce content.