Is this email signature generator free?

Yes, completely free. There's no signup, no watermark, no daily limit, and no paid tier. Fill in the form, copy the signature, paste it into your email client — that's the whole flow. UtilityApps is free to use forever.

Will my signature work in Outlook?

Yes. Outlook desktop is the strictest email client on the market — it renders HTML using the Microsoft Word engine — so this tool outputs bulletproof, table-based markup designed specifically for it. For the most reliable install in Outlook desktop, use the 'Download .htm file' button and import the file via Outlook's Signature dialog rather than pasting from the clipboard.

Will it work in Gmail?

Yes. Gmail is one of the easiest clients to install into: click 'Copy signature', then paste it into Gmail's Settings → General → Signature editor. Gmail preserves the formatting and renders identical output on the web, iOS, and Android.

Why does my photo look square in Outlook?

Outlook desktop ignores the `border-radius` CSS property that makes photos appear circular in every other email client. This is a documented limitation of the Word rendering engine, not a bug in our tool. The photo still appears — just as a square instead of a circle. If a circular photo is critical, upload a photo that's already been circle-cropped and saved as a transparent PNG.

Do I need to host my photo somewhere?

Yes — email clients block base64-embedded images (they treat them as spam), so photos must be referenced by a public URL. You have two paths in this tool: upload the photo through our form (it's compressed to under 50 KB and hosted for free on Supabase Storage under your account) or paste the URL of a photo you already host somewhere public like Cloudinary, S3, or your own site.

Can I use my company logo?

Yes. The 'Photo & Logo' section has a dedicated logo upload alongside the profile photo. Some templates — Logo Focus in particular — feature the company logo prominently instead of the personal headshot. Same rules as the photo apply: it must be publicly hosted (upload here or paste a URL).

How do I add the signature to Gmail?

Click 'Copy signature' on this page, open Gmail, click the gear icon → See all settings → General tab → scroll to Signature. Click 'Create new', paste with Ctrl+V (or ⌘+V on Mac), set it as the default for new emails and replies, then click Save Changes. Full step-by-step instructions live in the Gmail tab below the copy buttons.

How do I add it to Outlook?

For Outlook desktop, download the .htm file from this page then import it via File → Options → Mail → Signatures → New. For Outlook on the web, open Settings → Mail → Compose and reply → New signature, paste the signature into the editor, and save. Full step-by-step instructions for both are in the Outlook (Desktop) and Outlook (Web) tabs below the copy buttons.

Can I add social media icons?

Yes. The Social Links section supports LinkedIn, Twitter/X, Instagram, Facebook, YouTube, GitHub, WhatsApp, Calendly, and a generic Website link — up to 8 icons per signature. Icons render as 24×24 PNGs in the signature, linked to the URL you paste. As a best practice, keep it to 3–4 icons so the signature doesn't feel cluttered.

Does this save my information?

No. Everything runs in your browser — the form values, the live preview, the HTML generation. Refresh the page and the form resets. The only thing that ever touches a server is images you choose to upload for hosting, which land in a public bucket so email clients can display them. We don't collect emails, don't track fields, don't have accounts or profiles for this tool.

Business Tools

Free Email Signature Generator

Build a professional HTML email signature that renders correctly in Gmail, Outlook, Apple Mail, Yahoo, and every mobile client. Add your photo, company logo, contact details, and social links — live preview shows exactly what recipients will see. One click to copy, one paste to install.

Free
No signup
Copy-paste ready
Mobile-friendly

Ad slot · DEV-TOP · horizontal

Full name is required

Add at least one contact method — an email or phone — so recipients can reach you.

Template

Pick a layout — you can switch anytime without losing your details.

Your details

Full name*Job titleCompanyDepartment

Contact

EmailPhoneMobileWebsite

AddressOne or more lines — press Enter to break

Photo & Logo

Profile photo

Company logo

Images must be publicly hosted to display in emails — we host yours automatically when you upload.

Social links

Add up to 8 — icons render at 24 × 24 in the signature.

Style

Font

Accent color

Text color

Extras

Optional CTA button and legal disclaimer.

CTA button texte.g. "Book a call"CTA button URL

Disclaimer / confidentialitySmall print shown below the signature — legal, GDPR, or a note.

Works in Gmail, Outlook, Apple Mail, Yahoo and more
One signature — no need for different versions per app
Table-based HTML tested for maximum compatibility

The .htm file is designed for Outlook desktop — import it via the Signature dialog for the most reliable result.

How to install your signature

Pick your mail client and follow the numbered steps. Same signature works in all of them.

Gmail on the web (mail.google.com)

Open Gmail in your browser.
Click the gear icon in the top right, then click 'See all settings'.
On the General tab, scroll down to the Signature section.
Click 'Create new' (or select an existing signature to overwrite).
Click into the signature editor, then paste with Ctrl+V (Windows) or ⌘+V (Mac).
Under 'Signature defaults', pick your new signature for 'For new emails use' and 'On reply/forward use'.
Scroll to the bottom and click 'Save Changes'.

Tip: send yourself a test email to confirm it looks right before using it — mail clients cache signatures aggressively.

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Why a professional email signature matters

Every email you send is a tiny piece of branding. A clean, consistent signature carries your name, role, and a way to reach you into every reply chain your recipients forward, print, or forward again. For a founder or freelancer, that signature is often the second-most-visited piece of information about you after your website — quietly reinforcing who you are, where you work, and how to book more of your time. It's also the difference between an email that reads as personal and one that reads as spam: recipients trust senders who look identifiably human and identifiably corporate at the same time.

What makes an email signature render correctly

Email is not the web. Most mail clients don't support modern HTML or CSS — Outlook desktop still renders HTML using Microsoft Word's engine, Gmail strips <style> blocks and classes on load, and Yahoo drops arbitrary attributes. To get a signature that renders identically across every client, everything has to be built with the subset of HTML they all agree on: nested <table> elements for layout (no <div>, no flexbox, no grid), every style inline on the element (style="…", never a <style> block), only web-safe fonts, and explicit width and height attributes on every image. This tool emits exactly that markup for you.

Why the same signature works across every email client

A lot of older signature guides recommend building different versions for Gmail versus Outlook. That advice is outdated. When you use table-based layouts with inline styles and public-URL images, the same HTML block renders correctly everywhere — Gmail, Outlook Web, Outlook Desktop, Apple Mail, Yahoo, Thunderbird, and every mobile mail app. One signature. One paste. No per-client versions to maintain. This is exactly what our generator produces, tested against the strictest client (Outlook Word engine) so the rest follow.

Best practices for a professional signature

Keep it under ~500 pixels wide. Anything wider forces horizontal scrolling on mobile and gets awkwardly cropped when users reply.
Limit yourself to 3–4 social icons. Every extra icon reduces the odds someone clicks any of them, and clutters replies.
Use a professional, well-lit headshot — even a smartphone selfie in good light beats a webcam still. Keep the crop tight on your face.
Don't use huge images. A 200-pixel headshot at 40 KB reads as sharp on retina screens; a 2 MB image bloats every reply chain and gets stripped by corporate mail gateways.
Match your accent color to your brand or website, not a default blue. Consistency is what makes a signature look intentional.

Common mistakes to avoid

Using Google Fonts — they don't work in email. Every client either ignores them or falls back to a system default, so your carefully-chosen typography reads as Arial to most of your recipients. Stick to web-safe fonts (Arial, Helvetica, Georgia, Verdana, Tahoma).
Base64-embedded images — Gmail blocks them outright. Even when they load, they inflate every email by the full image weight. Always reference images by a public URL (upload here or use your own hosting).
Div-based layouts with CSS flexbox or grid — Outlook desktop uses Microsoft Word to render HTML, and Word has no idea what those are. Your carefully-aligned design collapses into a single vertical stack.
Animated GIFs — Outlook desktop shows only the first frame, so your looping animation reads as a static image (usually a mid-loop frame that looks broken).
External stylesheets — Gmail strips <link> tags at load. Any styles that aren't inline on the element get dropped. Inline every single style.

Frequently asked questions

Short answers to the questions we hear most. Full step-by-step install guides live inside the tool above.

Is this email signature generator free?
Yes, completely free. There's no signup, no watermark, no daily limit, and no paid tier. Fill in the form, copy the signature, paste it into your email client — that's the whole flow. UtilityApps is free to use forever.
Will my signature work in Outlook?
Yes. Outlook desktop is the strictest email client on the market — it renders HTML using the Microsoft Word engine — so this tool outputs bulletproof, table-based markup designed specifically for it. For the most reliable install in Outlook desktop, use the 'Download .htm file' button and import the file via Outlook's Signature dialog rather than pasting from the clipboard.
Will it work in Gmail?
Yes. Gmail is one of the easiest clients to install into: click 'Copy signature', then paste it into Gmail's Settings → General → Signature editor. Gmail preserves the formatting and renders identical output on the web, iOS, and Android.
Why does my photo look square in Outlook?
Outlook desktop ignores the `border-radius` CSS property that makes photos appear circular in every other email client. This is a documented limitation of the Word rendering engine, not a bug in our tool. The photo still appears — just as a square instead of a circle. If a circular photo is critical, upload a photo that's already been circle-cropped and saved as a transparent PNG.
Do I need to host my photo somewhere?
Yes — email clients block base64-embedded images (they treat them as spam), so photos must be referenced by a public URL. You have two paths in this tool: upload the photo through our form (it's compressed to under 50 KB and hosted for free on Supabase Storage under your account) or paste the URL of a photo you already host somewhere public like Cloudinary, S3, or your own site.
Can I use my company logo?
Yes. The 'Photo & Logo' section has a dedicated logo upload alongside the profile photo. Some templates — Logo Focus in particular — feature the company logo prominently instead of the personal headshot. Same rules as the photo apply: it must be publicly hosted (upload here or paste a URL).
How do I add the signature to Gmail?
Click 'Copy signature' on this page, open Gmail, click the gear icon → See all settings → General tab → scroll to Signature. Click 'Create new', paste with Ctrl+V (or ⌘+V on Mac), set it as the default for new emails and replies, then click Save Changes. Full step-by-step instructions live in the Gmail tab below the copy buttons.
How do I add it to Outlook?
For Outlook desktop, download the .htm file from this page then import it via File → Options → Mail → Signatures → New. For Outlook on the web, open Settings → Mail → Compose and reply → New signature, paste the signature into the editor, and save. Full step-by-step instructions for both are in the Outlook (Desktop) and Outlook (Web) tabs below the copy buttons.
Can I add social media icons?
Yes. The Social Links section supports LinkedIn, Twitter/X, Instagram, Facebook, YouTube, GitHub, WhatsApp, Calendly, and a generic Website link — up to 8 icons per signature. Icons render as 24×24 PNGs in the signature, linked to the URL you paste. As a best practice, keep it to 3–4 icons so the signature doesn't feel cluttered.
Does this save my information?
No. Everything runs in your browser — the form values, the live preview, the HTML generation. Refresh the page and the form resets. The only thing that ever touches a server is images you choose to upload for hosting, which land in a public bucket so email clients can display them. We don't collect emails, don't track fields, don't have accounts or profiles for this tool.

Related tools

Other free tools people use alongside their email signature.

Ad slot · DEV-BOTTOM · horizontal

Free Email Signature Generator

Free

No signup

Copy-paste ready

Mobile-friendly

Why a professional email signature matters

What makes an email signature render correctly

Why the same signature works across every email client

Best practices for a professional signature

Keep it under ~500 pixels wide. Anything wider forces horizontal scrolling on mobile and gets awkwardly cropped when users reply.
Limit yourself to 3–4 social icons. Every extra icon reduces the odds someone clicks any of them, and clutters replies.
Use a professional, well-lit headshot — even a smartphone selfie in good light beats a webcam still. Keep the crop tight on your face.
Don't use huge images. A 200-pixel headshot at 40 KB reads as sharp on retina screens; a 2 MB image bloats every reply chain and gets stripped by corporate mail gateways.
Match your accent color to your brand or website, not a default blue. Consistency is what makes a signature look intentional.

Common mistakes to avoid

Using Google Fonts — they don't work in email. Every client either ignores them or falls back to a system default, so your carefully-chosen typography reads as Arial to most of your recipients. Stick to web-safe fonts (Arial, Helvetica, Georgia, Verdana, Tahoma).
Base64-embedded images — Gmail blocks them outright. Even when they load, they inflate every email by the full image weight. Always reference images by a public URL (upload here or use your own hosting).
Div-based layouts with CSS flexbox or grid — Outlook desktop uses Microsoft Word to render HTML, and Word has no idea what those are. Your carefully-aligned design collapses into a single vertical stack.
Animated GIFs — Outlook desktop shows only the first frame, so your looping animation reads as a static image (usually a mid-loop frame that looks broken).
External stylesheets — Gmail strips <link> tags at load. Any styles that aren't inline on the element get dropped. Inline every single style.

Extras

Why a professional email signature matters

What makes an email signature render correctly

Why the same signature works across every email client

Best practices for a professional signature

Common mistakes to avoid

Is this email signature generator free?

Will my signature work in Outlook?

Will it work in Gmail?

Why does my photo look square in Outlook?

Do I need to host my photo somewhere?

Can I use my company logo?

How do I add the signature to Gmail?

How do I add it to Outlook?

Can I add social media icons?

Does this save my information?

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Extras

Why a professional email signature matters

What makes an email signature render correctly

Why the same signature works across every email client

Best practices for a professional signature

Common mistakes to avoid

Is this email signature generator free?

Will my signature work in Outlook?

Will it work in Gmail?

Why does my photo look square in Outlook?

Do I need to host my photo somewhere?

Can I use my company logo?

How do I add the signature to Gmail?

How do I add it to Outlook?

Can I add social media icons?

Does this save my information?

Digital Business Card

Invoice Generator

QR Code Generator

Barcode Generator