How to make an email signature
- Fill in your details. Your name, job title and company, then one phone number, your website and the city you work in if people visit you.
- Add your photo, logo and profiles. Paste the web address of a hosted image, and the links or usernames for two or three social profiles.
- Copy the signature. Check the preview, then click Copy signature. It copies as formatted text, ready to paste.
- Paste it into your email app. Gmail: Settings → See all settings → Signature. Outlook: Settings → Accounts → Signatures. Apple Mail: Settings → Signatures. The tabs above walk through each one.
Send yourself a test email and open it on your phone. A signature that reads well on a small screen reads well everywhere.
What to put in a professional email signature
A good signature answers two questions: who sent this, and how do I reach them. Three to six lines is enough. Everything else is clutter that gets scrolled past.
Include
- Your name, written the way you introduce yourself.
- Job title and company. One line each, no department codes.
- One phone number, the one you answer.
- Your website, linked, so one click reaches it.
- Two or three social profiles that you keep current, as icons.
- A photo or logo, if it is hosted online. People remember a face.
- A link that does something: your card, your booking page or your portfolio.
Leave out
- Your email address. The reader already has it; it is on the message.
- Quotes, mottoes and inspirational lines.
- Long legal disclaimers, unless your company requires them.
- More than one phone number, or a fax number.
- Large images and banners. They get blocked, and they bloat every reply in a thread.
- Fonts your reader may not have. The generator uses the system font stack so it looks the same everywhere.
Why the photo and logo need a web address
An email signature is a small piece of HTML that travels inside every message you send. It cannot carry a picture file; it can only point to one. So the photo and logo have to live at a web address, and every email client fetches them from there when the message is opened. That is also why some readers see your signature without the images: their mail app blocks remote pictures until they allow them. The generator keeps your name, title and contact details as real text for exactly that reason. The words always arrive; the pictures are the bonus.
If you have no hosted image, the easiest fix is a free eBiz card. Your photo and logo are hosted with the card, and the app builds this same signature from it, with a QR code and a one-tap “Save my contact” link added.