How to create an email signature
Pick a template, fill in only the fields you want shown, and watch the preview change. Press Copy for Gmail or Copy for Outlook, then paste into that app's signature settings. Send a test message to a temp mail inbox or to yourself and open it on a phone as well as a computer. If a sign-up form later rejects the address in the signature, run it through the email address validator.
Worked examples
These static samples show the three templates with invented details, so you can see the layout without running the generator:
Jordan Blake |
Jordan Blake Editor · [email protected] |
Jordan Blake Editor Northwind Studio | T +1 555 0100 [email protected] |
What belongs in a signature
A useful signature is short: your name, role, a phone number if people should call, and one web or email link. Long legal disclaimers, marketing banners and leftover social icons make the footer larger than the message. If you only need a tagged address for each site, the plus address generator is a better fit than putting every account in the signature. To see how a received message was authenticated, paste its headers into the email header analyzer. For who hosts an address, use the email host lookup or the MX lookup.
Questions
How do I add this signature in Gmail?
In Gmail, open Settings, see all settings, then the General tab. Find Signature and create one. Click Copy for Gmail on this page and paste into that box. Gmail keeps the formatting if your browser copied HTML; if you only see code, use Copy HTML code and paste it into a signature editor that accepts markup.
How do I add this signature in Outlook?
Copy for Outlook builds a table-based signature, which Outlook's desktop app handles more reliably than flex layouts. In the new Outlook on the web: Settings, Accounts, Signatures. In classic desktop Outlook: File, Options, Mail, Signatures. Paste, then send yourself a test.
Is anything I type uploaded?
No. The preview and the HTML are built by JavaScript in this page. Your name and contact details do not leave your browser.
Will every email app show it the same way?
No. Gmail, Outlook, Apple Mail and mobile apps each render HTML a little differently. The templates use tables and inline styles so they survive the most common clients, but you should send a test to yourself first.