Email Signature Generator
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M365 Mail Flow mode — Exchange variable placeholders are used instead of typed values (
Click Copy Signature or Copy Raw HTML, then paste the HTML into an Exchange transport rule to apply the signature organization-wide. Full step-by-step instructions are in the M365 Mail Flow (IT Admin) tab in the install section below.
%%DisplayName%%, %%Title%%, etc.). Exchange fills these in automatically from Active Directory when emails are sent.Click Copy Signature or Copy Raw HTML, then paste the HTML into an Exchange transport rule to apply the signature organization-wide. Full step-by-step instructions are in the M365 Mail Flow (IT Admin) tab in the install section below.
Adds a "Schedule a Meeting" link to your signature.
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Gmail 10KB
Outlook 20KB
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QR code preview (shown in signature)
Copied! Now paste it into your email app's signature settings.
Or email the signature to yourself
Raw HTML (select all and copy)
HOW TO INSTALL YOUR SIGNATURE
Gmail
Google Workspace
Outlook (Windows)
Outlook (Mac)
Outlook (Web)
Outlook (Mobile)
Apple Mail (Mac)
iPhone / iPad Mail
Android Gmail
M365 Mail Flow (IT Admin)
1
Click the Copy Signature button at the top of this page. Your signature is now on your clipboard — it contains formatting, colors, and your company logo, so you must paste it as-is (not as plain text).
2
Open Gmail in your browser (mail.google.com). In the top-right corner, click the gear icon ⚙, then click See all settings from the panel that slides open.
3
Make sure you are on the General tab (it is selected by default). Scroll down until you see the Signature section — it is roughly halfway down the page.
4
Click Create new. A small pop-up will appear asking you to name the signature. Type your name or something like "Work Signature," then click Create.
5
Click once inside the large white text box on the right side of the signature editor. Then paste your signature by pressing Ctrl+V on Windows or Cmd+V on a Mac. You should see your formatted signature appear immediately with your company's colors and logo.
6
Just below the signature editor, find the section called Signature defaults. Use the dropdowns to set your new signature for New emails and for On reply/forward. This makes the signature appear automatically in every email you write.
7
Scroll all the way to the bottom of the Settings page and click the blue Save Changes button. Your signature is now active. Open a new compose window to confirm it appears.
!
Signature not showing? Make sure you copied the signature using the Copy Signature button (not Copy Raw HTML). If it still looks wrong, try opening Gmail in an Incognito window, then paste again.
1
Click the Copy Signature button at the top of this page. Google Workspace email (e.g. yourname@yourcompany.com) uses the exact same Gmail interface, so the steps are identical to Gmail.
2
Open your company email in a browser — this is usually mail.google.com or a custom address your company provided. Sign in with your work email and password if you are not already signed in.
3
Click the gear icon ⚙ in the top-right corner, then click See all settings.
4
Stay on the General tab. Scroll down to the Signature section and click Create new. Name the signature (e.g. "Work Signature") and click Create.
5
Click inside the signature text box, then paste with Ctrl+V (Windows) or Cmd+V (Mac). Your branded signature with logo and colors should appear.
6
In the Signature defaults section below the editor, select your new signature for both New emails and On reply/forward.
7
Scroll to the bottom and click Save Changes.
!
Using Google Workspace with a desktop email client instead? If your company email opens in Outlook or Apple Mail rather than a browser, use the Outlook or Apple Mail instructions instead — the email address does not matter, only the app you use to send email.
1
Click the Copy Signature button at the top of this page.
2
Open Microsoft Outlook on your Windows computer. In the top-left corner, click File.
3
At the bottom of the left panel, click Options. A new window called "Outlook Options" will open.
4
In the left list, click Mail. Then click the Signatures... button in the middle of the page. The Signatures and Stationery window will open.
5
Click the New button under "Select signature to edit." Type a name for your signature (e.g. your name) and click OK.
6
Click once inside the large editing area at the bottom of the window (it currently says "Type signature here" or is blank). Paste your signature with Ctrl+V. Your formatted signature should appear with colors and logo.
7
On the right side under Choose default signature, use the dropdowns to set your signature for New messages and for Replies/forwards. This ensures the signature is added automatically.
8
Click OK to close the Signatures window, then click OK again to close Outlook Options. Create a new email to confirm your signature appears.
!
Newer Outlook (Microsoft 365)? The steps are nearly the same. Go to File → Options → Mail → Signatures. If you see a "New Outlook" toggle at the top and have switched to it, use the Outlook (Web) instructions instead — New Outlook uses the same interface as Outlook on the web.
1
Click the Copy Signature button at the top of this page.
2
Open Microsoft Outlook on your Mac. In the top menu bar, click Outlook, then click Preferences (or Settings in newer versions).
3
In the Preferences window, click Signatures.
4
Click the + button at the bottom-left of the signatures list to create a new signature.
5
On the right side, you will see a text editing area. Click inside it, then paste your signature with Cmd+V. Your formatted signature should appear.
6
Double-click the signature name in the list on the left (it will say "Untitled" or similar) and rename it to something recognizable, like your name.
7
Close the Preferences window. Outlook saves automatically. To set it as the default, go to Outlook → Preferences → Signatures, then use the Choose default signature dropdowns to select your signature for new messages and replies.
!
Signature looks like plain text? Make sure you used Copy Signature (not Copy Raw HTML). The paste must go into Outlook's rich-text editor, not a plain-text field.
1
Click the Copy Signature button at the top of this page.
2
Open Outlook on the web in your browser. This is usually at outlook.office.com or outlook.office365.com. Sign in with your work email and password.
3
Click the gear icon ⚙ in the top-right corner. At the very bottom of the settings panel that opens, click View all Outlook settings.
4
In the Settings window, click Mail in the left column, then click Compose and reply.
5
You will see a section called Email signature. If no signature exists yet, you will see an empty text box. Click the + New signature link or button to create a new one and give it a name.
6
Click inside the signature text area, then paste with Ctrl+V (Windows) or Cmd+V (Mac). Your formatted signature should appear with all styling intact.
7
Scroll down to Select default signatures. Set your new signature for both New messages and Replies/forwards using the dropdowns provided.
8
Click Save at the top of the Compose and reply page. Your signature will now appear automatically in every new email.
1
Mobile email apps do not support rich HTML signatures the same way desktop apps do. The easiest approach is to use the Email this signature to me button above — this sends your formatted signature to your inbox so you have it for reference.
2
Open the Outlook app on your phone. Tap your profile picture or initials in the top-left corner to open the sidebar.
3
Tap the gear icon ⚙ at the bottom-left of the sidebar to open Settings.
4
Scroll down and tap your email account name under "Mail accounts."
5
Tap Signature. You will see a plain text editor. Outlook Mobile only supports plain text signatures — it does not display formatted HTML signatures.
6
Type a plain-text version of your signature here. For example: your name, title, company name, phone number, and website on separate lines. This will appear on emails sent from your phone.
!
Want the full formatted signature on mobile? Use Copy Plain Text on this page, then paste into the Outlook mobile signature field. It won't have colors or a logo, but all your contact information will be there. For the full rich signature, use your desktop computer.
1
Click the Copy Signature button at the top of this page.
2
Open Apple Mail on your Mac. In the top menu bar, click Mail, then click Preferences (on macOS Monterey and earlier) or Settings (on macOS Ventura and later).
3
Click the Signatures tab at the top of the Preferences window.
4
In the left column, click the email account you want this signature applied to. Then click the + button at the bottom of the middle column to create a new signature. It will appear as "Signature #1" or similar.
5
Important: Before pasting, look at the right-side editing area. If you see a checkbox that says "Always match my default message font", make sure it is unchecked. If this is left checked, Apple Mail will strip the formatting from your signature.
6
Click inside the signature editing area on the right, then paste with Cmd+V. Your formatted signature should appear with colors, logo, and layout intact.
7
Close the Preferences window — Apple Mail saves automatically. To verify, open a new email compose window. Your signature should appear at the bottom automatically.
!
Signature shows as plain text? You may have pasted into a plain-text compose window. Go to Format → Make Rich Text in a compose window, then try again. Also double-check that "Always match my default message font" is unchecked.
1
The built-in Mail app on iPhone and iPad only supports plain-text signatures. First, use the Email this signature to me button above so you have your contact details handy, then follow the steps below to set a plain-text version.
2
On your iPhone or iPad, open the Settings app (the grey icon with gears on your home screen).
3
Scroll down and tap Mail.
4
Scroll down within Mail settings and tap Signature.
5
You will see either "All Accounts" or a list of individual accounts. Tap the account you want to set a signature for (or tap "All Accounts" to use one signature for every account).
6
Tap inside the text field and delete any existing text (like "Sent from my iPhone"). Type your plain-text signature: your name, job title, company name, and phone number on separate lines.
7
Press the Back arrow at the top-left. Settings saves automatically. The next email you write in the Mail app will include this signature.
!
Want the full signature on your iPhone? Install the Gmail app on your phone and sign in with your work email. Gmail for iOS does support rich HTML signatures — follow the Android Gmail instructions and they work identically on iPhone.
1
Use the Email this signature to me button above to send your signature to your inbox. Open that email on your Android phone — you will need to copy your contact details from it for your mobile signature.
2
Open the Gmail app on your Android device.
3
Tap the three horizontal lines ☰ (hamburger menu) in the top-left corner to open the sidebar.
4
Scroll to the very bottom of the sidebar and tap Settings.
5
Tap your email account (your email address listed under "General settings").
6
Tap Mobile Signature. A text editor will appear. Type your plain-text signature here: your name, title, company, and phone number. Gmail for Android does not support rich HTML in the mobile signature editor.
7
Tap OK to save. Your signature will now appear at the bottom of every new email you compose in the Gmail app.
!
Full rich signature on Android? Not natively supported in any mobile email app. For professional emails sent from your phone with the full formatted signature, consider composing on a desktop computer or laptop when the full signature matters most.
For IT Administrators Only
Microsoft 365 Mail Flow (Exchange transport rules) lets you automatically append a company-wide branded signature to every outgoing email at the server level — no employee action required. This is the most consistent deployment method for organizations using Microsoft 365 Business or Enterprise.
1
Get the Mail Flow HTML. On this page, click the M365 Mail Flow toggle button at the top of the left panel. The signature will switch to show Exchange variable placeholders (
%%DisplayName%%, %%Title%%, etc.) instead of real names. Click Copy Signature or Copy Raw HTML to copy the HTML to your clipboard. Save it somewhere — you will paste it into the Exchange admin center shortly.
Exchange Variable Reference
| Placeholder | Pulls from Active Directory / Entra ID |
|---|---|
| %%DisplayName%% | Full name (Display Name field) |
| %%Title%% | Job title |
| %%Department%% | Department |
| %%Email%% | Primary email address |
| %%PhoneNumber%% | Business phone (Office phone field) |
| %%MobilePhone%% | Mobile phone |
| %%City%% | City |
| %%StateOrProvince%% | State or province |
| %%ZipOrPostalCode%% | ZIP or postal code |
| %%Company%% | Company name (from AD) |
If a field is blank in Active Directory / Entra ID for a user, Exchange will insert an empty string. Ensure user profiles are fully populated before deploying.
2
Open the Exchange Admin Center (EAC). Go to admin.exchange.microsoft.com and sign in with a Microsoft 365 Global Admin or Exchange Admin account. If you are using the classic admin center, the path is the same but the interface may look slightly different.
3
Navigate to Mail Flow → Rules. In the left sidebar, click Mail flow, then click Rules. You will see a list of existing transport rules for your organization.
4
Create a new rule. Click the + Add a rule button (or the + icon), then choose Apply disclaimers from the dropdown. This opens the new rule wizard.
5
Configure the rule conditions.
- Name: Give the rule a clear name, e.g. Company Email Signature — Acme Corp.
- Apply this rule if: Set to The sender is located → Inside the organization. This ensures the signature only appends to outgoing emails, not internal replies between staff.
- Optional: Add a second condition to scope it to specific users, a distribution group, or a domain if you only want it applied to certain people.
- Do the following: Set to Apply a disclaimer to the message → Append a disclaimer.
6
Paste the signature HTML. In the disclaimer text box, paste the HTML you copied in Step 1. Make sure the format dropdown is set to HTML (not plain text). Under Fallback action, select Wrap — this tells Exchange what to do if it cannot attach the disclaimer (wrapping is the safest option and preserves the original message).
7
Set the rule to Enforced and save. Make sure the rule mode is set to Enforce (not Test with Policy Tips or Test without notifications). Click Save. The rule takes effect within a few minutes across your organization.
8
Send a test email. From an affected user's mailbox, send an email to an external address (e.g. a personal Gmail account). Open the received email and confirm the signature appears correctly with the user's name, title, and contact details populated from Active Directory. If any fields show as blank, check that the user's profile in Entra ID (formerly Azure Active Directory) is complete.
!
Preventing double signatures. If employees also have a personal signature set in Outlook or Gmail, they will end up with two signatures — their personal one and the Mail Flow one. The cleanest approach is to instruct employees to clear their personal Outlook/Gmail signature once Mail Flow is active. Alternatively, add a second rule condition: The message header → does not contain → a custom header you add (like
X-UA-Signature: applied), then add a second action to Set a message header to that value. This lets you programmatically track and skip re-processing.
PowerShell Alternative (Exchange Online)
You can also create the transport rule via PowerShell using the Exchange Online Management module. This is useful for scripted deployments or managing multiple clients.
# Connect to Exchange Online Connect-ExchangeOnline -UserPrincipalName admin@yourdomain.com # Create the transport rule New-TransportRule -Name "Company Email Signature" ` -FromScope InOrganization ` -ApplyHtmlDisclaimerLocation Append ` -ApplyHtmlDisclaimerText '<YOUR SIGNATURE HTML HERE>' ` -ApplyHtmlDisclaimerFallbackAction Wrap ` -Mode Enforce
Replace admin@yourdomain.com with your Global Admin UPN and paste your full signature HTML in place of the placeholder. The HTML must be on a single line with all double quotes escaped.
On-Premises Exchange (2016 / 2019)
The steps are nearly identical. Open the Exchange Admin Center on your server (typically https://mail.yourdomain.com/ecp), go to Mail flow → Rules, and follow Steps 4–8 above. The variable placeholders (%%DisplayName%% etc.) work the same way against your on-premises Active Directory.