Outlook · Microsoft 365 · Gmail · Apple Mail
Email signature generator for Outlook, Gmail and Apple Mail
Choose a layout, fill in your details, copy the signature and paste it into your mail program. Made first for Outlook and Microsoft 365, in plain HTML that Gmail, Apple Mail and other mail programs take as well.
- Everything stays in your browser
- Free, no account
- For Outlook, Gmail and Apple Mail
Company template opened. Layout, colours and company details come from the link. Add your own name and contact details.
Install
Put it into your mail program.
Copy the signature, open the signature editor of your mail program and paste. The signature is the same for all of them; where the editor is, and what each keeps, differs.
New Outlook for Windows
- 1 Copy the signature with “Copy signature”.
- 2 In Outlook, open Settings (the gear at the top right), then Accounts → Signatures.
- 3 If you have several accounts, choose one. Add a new signature, give it a name, click into the editor and paste with Ctrl+V.
- 4 Save. Below the editor, choose the signature for new messages and for replies and forwards, and save again.
- With a Microsoft 365 mailbox, new Outlook and Outlook on the web share their signatures, and so does classic Outlook from version 2303 (roaming signatures).
- Check the pictures after pasting: this editor has at times dropped their sizes. If one is too large, paste again or use image addresses.
Classic Outlook for Windows
- 1 Copy the signature with “Copy signature”.
- 2 In Outlook, go to File → Options → Mail → Signatures…. In a new message, Message → Signature → Signatures… opens the same window.
- 3 Select New, give the signature a name, click into “Edit signature” and paste with Ctrl+V. If Outlook asks, keep the source formatting.
- 4 Under “Choose default signature”, pick the account and set the signature for new messages and for replies/forwards. Select OK.
- Classic Outlook draws email with Word, which ignores rounded corners and some spacing. That is why the generator rounds a photo inside the picture itself.
- Send yourself a test email. If an uploaded picture is missing, delete it in the signature editor and insert the downloaded file with the editor’s picture button: Outlook then sends it with every email.
- Without roaming signatures (older versions, Exchange on your own servers), signatures are files in %APPDATA%\Microsoft\Signatures on each computer.
Outlook on the web
- 1 Copy the signature with “Copy signature”.
- 2 Open Outlook on the web (Microsoft 365) or Outlook.com, then Settings (the gear) → Accounts → Signatures.
- 3 Add a new signature, give it a name and paste with Ctrl+V (⌘V on a Mac). Save.
- 4 Choose the signature for new messages and for replies and forwards, and save.
- The signature also appears in new Outlook for Windows signed in to the same mailbox.
- Embedded pictures make a signature large. If Outlook will not save it, or says a draft is too large, use image addresses.
Outlook for Mac
- 1 Copy the signature with “Copy signature”, in Safari, Chrome or Edge.
- 2 In Outlook, open the Outlook menu → Settings…, then Signatures.
- 3 Add a signature with +, give it a name, click into the editor and paste with ⌘V. Close the window to save it.
- 4 Under the default signature, choose it for each account, for new messages and for replies or forwards.
- Outlook for Mac keeps its signatures on the Mac. They do not sync with Outlook for Windows or the web: set it up there as well.
- Before macOS Ventura the menu says Preferences… rather than Settings….
Gmail
- 1 Copy the signature with “Copy signature”.
- 2 In Gmail on the web, open Settings (the gear) → See all settings → General, and scroll to Signature.
- 3 Select Create new, give the signature a name, click into the editor and paste with Ctrl+V (⌘V on a Mac).
- 4 Under Signature defaults, choose it for new emails and for replies and forwards, then select Save Changes at the foot of the page.
- Gmail does not show pictures embedded in the signature itself. Give the logo, photo and banner as image addresses (https), and show social profiles as words rather than icons.
- A Gmail signature can have up to 10,000 characters, its HTML included. Image addresses keep it well under that.
Apple Mail
- 1 Copy the signature with “Copy signature”.
- 2 In Mail on the Mac, open Mail → Settings… → Signatures, and select the account in the left column.
- 3 Add a signature with +, give it a name, and untick “Always match my default message font” below it.
- 4 Click into the editor on the right, select its text and paste with ⌘V. Choose the signature for the account, and close the window.
- Pictures may not show in the settings window. Start a new message to see the signature as it will be sent.
- Mail on iPhone and iPad has its own signature, under Settings → Apps → Mail → Signature (Settings → Mail on iOS 17 and earlier), and keeps little formatting.
Compatibility
Why can a signature look different?
Mail programs draw HTML with different engines, and each changes something. The generator writes plain, old-fashioned HTML (tables, inline styles, fixed sizes, common fonts) to keep the differences small. It cannot remove them.
Outlook for Windows uses Word
Classic Outlook draws email with Word’s engine. It ignores rounded corners, CSS widths on pictures and most layout CSS, so the signature is laid out in tables, every picture carries its size, and line heights are fixed.
Fonts
A font shows only if the reader’s device has it. The generator offers fonts that computers and phones have, each with fallbacks; Outlook for Windows uses only the first, so each list starts with one Windows has.
Dark mode
Outlook for Windows inverts the colours of a whole message; Outlook on the web, for Mac and on phones adjust some. Dark text turns light, and a logo with dark lettering on a transparent background can vanish. Readers can switch a message back to a light background.
Pictures
Pictures from an address often load only once the reader allows them. Embedded pictures are kept differently by each program, and Gmail does not show them.
Links
Phone numbers are links that dial on a phone. Some programs underline links or colour them their own way, and some add their own links to addresses and numbers.
Upload or image address?
For a signature a whole company uses, and for Gmail, take image addresses. Upload a picture here to resize, crop or round it, download it, and put it on your website.
- The generator runs in your browser. What you type, the pictures you choose and the signature itself are processed on your device and sent to nobody: not to Dynavo, not to anyone else.
- Your draft is kept in your browser’s local storage so that a reload does not lose it. “Clear saved data” deletes it.
- If you give an image address, your browser loads that picture from its server for the preview, as your recipients’ mail programs will later.
- A template link carries its settings after the #, which browsers do not send to servers.
- The page itself comes from dynavo.ch like any other, and our host records the request in its server logs. There are no cookies and no analytics.
One signature at a time.
This generator makes a signature that each person pastes into their own Outlook. Managing signatures for a whole organisation, filled in from Microsoft Entra ID and added to every email from every device, is a different job, done with Exchange rules or a signature service.
Dynavo makes ContactMesh, which puts a company’s contacts into every employee’s Outlook. A question about Microsoft 365 in your company?
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