Softonic

Email Signature Generator

Email signatures are one of those things people put off until a recruiter emails asking where your LinkedIn is. This generator builds a clean, table-based HTML signature from six fields: name, title, company, email, phone and website, using only the CSS that Gmail, Outlook and Apple Mail render reliably.

How to build an email signature

  1. 1

    Enter your details

    Name, title, company, email, phone and website. Fields you leave empty are skipped.

  2. 2

    Generate the HTML

    The tool builds a compact table-based signature with your name on top and your contact details below.

  3. 3

    Copy the code

    Select the generated HTML in the output box and copy it to the clipboard.

  4. 4

    Paste into your mail client

    Open the signature editor in Gmail, Outlook or Apple Mail and paste the HTML. Send yourself a test email to confirm the render.

Why table-based HTML?

Email clients parse HTML inconsistently. Outlook uses Word’s rendering engine, which ignores much of modern CSS (no flexbox, no grid, limited box-shadow). Table layouts with inline styles are the one pattern every major client renders predictably. The generator writes exactly this narrow style, so the signature looks the same in Gmail, Outlook desktop, Outlook web, Apple Mail and iOS Mail.

What the generator produces

The output is a simple table: your name in bold on the first line, your title or company below it, and your contact details on a final line separated by a vertical bar:

<table cellpadding="0" cellspacing="0" style="font-family: Arial, sans-serif; font-size: 14px; color: #111827;">
  <tr><td style="font-weight: 700; font-size: 16px;">Alex Rivera</td></tr>
  <tr><td>Lead Designer</td></tr>
  <tr><td style="padding-top: 8px;">alex@example.com | +34 600 000 000 | example.com</td></tr>
</table>

Fields you leave empty are simply skipped, so a signature with only a name and an email stays compact.

What belongs in a signature

Must-haves:

  • Full name.
  • Title or role.
  • Company name.
  • Direct contact (email or phone).

Useful additions:

  • LinkedIn URL or personal website link.
  • Phone number for client-facing roles.

Avoid:

  • Long inspirational quotes.
  • Animated GIFs (many clients strip animation).
  • Large images (slows mail loading, flags as “heavy”).
  • “Confidentiality” disclaimers over 2-3 lines unless required by legal.
  • A wall of social media icons for every network you have ever registered.

Adding a photo or logo later

The generator is text-only. To add a headshot or logo, paste the generated HTML into your mail client’s signature editor and use its image controls, or edit the HTML to add an img tag pointing at a hosted image. The image must sit on a publicly reachable URL:

  • Company CDN: best for business signatures; your IT can host under the brand domain.
  • Free image hosts (imgur, Cloudinary free tier): quick and free; risk of the host going down.
  • Base64 embedding: avoids hosting but bloats every email by 20-50 KB and is stripped by some Outlook configurations.

Keep images small: under 20 KB, square, 120x120 or smaller.

Outlook-specific quirks

  • Width: keep under 600px; wider signatures get cut off in the preview pane.
  • Fonts: stick to Arial, Helvetica, Georgia, Verdana, or use a stack like font-family: "Segoe UI", Arial, sans-serif;.
  • Colors: avoid pure #000; #333 or #444 renders better on dark-mode Outlook.
  • Do not use CSS variables, flex, grid, or SVG as primary elements.

Legal disclaimers

Some jurisdictions (UK Companies Act 2006, EU requirements for certain entities) require a registered company name, number and address in business emails. Add the required details yourself, either in the title and company fields or by editing the HTML afterwards, and check with your legal team whether your market requires them.

Frequently Asked Questions

Yes. Paste the HTML into Gmail’s signature editor (Settings > See all settings > Signature). Gmail supports images, links and most CSS styling. Test by sending yourself a test email to verify the render.

Yes, though Outlook desktop (Windows, Mac, 365) has the most quirks. The generated HTML uses the narrow subset of CSS that Outlook supports. Test in your specific Outlook version after pasting.

The generator produces text-only HTML. To add an image, paste the code into your mail client’s signature editor and insert the image there, or edit the HTML to add an img tag with a publicly hosted image. Keep photos under 20 KB and square (120x120 or smaller); large images slow mail loading and can trip spam filters.

No. The details you enter are used only to build the signature and are not stored or kept.

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