How do I use the signature I created?

Once you've designed your signature in our generator, copy the HTML and paste it into the signature settings of your email platform, such as Outlook or Gmail. Once saved, it will automatically be added to every new email you send.

Why doesn't my email signature look right in every email platform or on mobile?

Email signatures can be tricky. Different email platforms render HTML in slightly different ways. What looks perfect in Outlook might appear slightly off in Gmail or on a mobile device. That's one of the main reasons businesses choose Exclaimer. Our platform is designed to keep signatures consistent and adjust sizing across every device, application, and operating system.

Can I use this email signature for my whole team?

Yes, but with limits. You could create a signature for each team member one at a time using our generator, or you could simply get Exclaimer and roll out signatures across your entire company quickly. Our email signature manager automatically applies the correct signature to every user, keeps contact details up to date, and even allows you to tailor designs depending on who the recipient is.

Why do images sometimes not show in my email signature?

If your logo or banner isn't displaying, it's often because of how images are hosted. Some email clients block externally hosted images by default, while others strip formatting. Using a signature manager like Exclaimer solves this by hosting and delivering images correctly, so they display as intended in every email.

Can I create multiple versions of my signature?

Yes. You can design as many different signatures as you like with the generator, say, one with a banner and one without. If you're managing signatures across a whole company, Exclaimer makes switching between different designs seamless and automatic, without users needing to update them manually. You can even create rules so the email signature design changes depending on the sender and/or recipient.

How to make a mobile-friendly email signature?

To create a mobile-friendly email signature, it's crucial to keep the design simple and concise. Use a one-column layout to ensure elements don't get scrambled when viewed on smaller screens. Stick to web-safe fonts and a font size of at least 12px for readability. Use images sparingly and make sure they aren't too large, optimizing them for mobile display.

Free email signature generator

Build an email signature in two minutes. No account or HTML knowledge required.

How do I create an email signature with Exclaimer's generator?

Pick a template at the top of the preview on the right: Modern, Personable, Classic, or Gmail. Gmail allows up to 10,000 characters in an email signature, so this template is simpler and omits the logo, banner, and social icons.
On the Basic Details tab, add your name, job title, company, and email. Phone, website, and address are optional.
Customize your email signature if you want to:
- Design: Pick a font and your brand colors.
- Branding: Upload your logo and a banner. On Personable, you upload a profile photo instead of a logo. You can add a link to your banner so people can click it.
- Social: Click an icon and type your username. The rest of the web address is already filled in.
- Extras: Add a legal disclaimer if your company needs one.
Check the preview, then click Copy signature. The generator keeps nothing after a refresh, so copy your email signature before you reload the page.

Where do I paste my email signature?

After you click Copy signature, the generator shows four steps: open your email client settings (Gmail, Outlook, etc.), go to the email signature section, paste the HTML code into the editor, and save.

In Gmail on a computer

Open Gmail.
In the top-right corner, click Settings > See all settings.
In the Signature section, click Create new.
Add your email signature to the box.
At the bottom of the page, click Save Changes.

In new Outlook

Select Settings > Accounts > Signatures.
If you have more than one account, select the one for this email signature.
Select Add signature and give it a name.
Add your email signature in the editing box.
Choose whether the email signature applies to new messages and to replies and forwards, then select Save.

Guides for other apps and Outlook versions:

Can I set up email signatures for my whole team?

The generator suits one person or a small team. When IT needs to manage email signatures for a larger team, an email signature manager is the next step. Exclaimer integrates with Microsoft 365, Microsoft Exchange, and Google Workspace.

	Free generator	Exclaimer
Where you set up and update	In your browser, then you paste each email signature into your own email client	Entirely from a web portal
Contact details	You type them in	Exclaimer's directory sync fills them from Microsoft Entra ID for Microsoft 365 or Google Workspace Directory for Google Workspace, so they stay accurate without manual edits
Which email signature people get	Whichever one you paste in	Signature Rules target email signatures by department, region, or recipient, and marketing can launch banner campaigns without IT
Brand assets	You upload your logo and banner in the generator, and nothing is kept after a refresh	Brand Kits keep approved brand assets in one central store, and updates apply automatically wherever a kit is linked
Who controls design	The person building the email signature	Exclaimer's role-based access control lets IT retain governance while delegating design and content rights to marketing, HR, legal, or compliance, each with defined permissions

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What should I check as I build my email signature?

Exclaimer’s design guidelines list unsupported image formats and images that aren’t sized to their display dimensions among the common mistakes in email signature design.

Check	What to know
File format	Exclaimer’s image requirements recommend PNG, JPG, and JPEG images, and GIFs are also allowed. SVGs aren’t supported within Exclaimer because of limitations in some email clients and devices.
Width	The design guidelines recommend an email signature width of 320 to 600 px, with 450 px recommended, and banner images no wider than 600 px. An email signature wider than 600 px can cause display issues on smaller screens.
Image size	The design guidelines say to upload each image at the size you want it to display. An image that isn’t sized to its display dimensions may look too large or distorted.
Embedded or linked images	Exclaimer’s support documentation says an embedded image is uploaded from a local directory and contained within the email, which affects the email’s file size. A linked image is hosted on a public web server and isn’t added to the email as a physical element.
Mobile	Keep the design compact to avoid horizontal scrolling, and test on mobile devices where possible. Exclaimer’s guide to email signature size has more.

Frequently asked questions

What is an email signature generator?

An email signature generator, also called an email signature maker, creator, or builder, makes an email signature from your details. Exclaimer’s free generator needs no account or HTML knowledge, and building an email signature takes two minutes. Choose one of four templates (Modern, Personable, Classic, or Gmail), enter your name, job title, company, and email, and add a font, colors, a logo, a banner, and social icons, plus a legal disclaimer if your company needs one. The preview updates as you type. When you finish, you copy the email signature into your email client, such as Gmail or Outlook.

Is the email signature generator free, and do I need an Exclaimer account?

Yes, the generator is free, and you don't need an Exclaimer account to build and copy an email signature.

Does the generator save my email signature?

No. The generator keeps nothing after you refresh the page, so copy your email signature before you reload.

How do I add social media icons to my email signature?

Click a social icon in the generator and type your username. The rest of the web address is already filled in. Exclaimer’s guide to social media icons includes free icons.

Why does Outlook say “Please wait to send. Inline images are still loading”?

Exclaimer’s support article on this pop-up says it’s expected behavior from Microsoft, and it appears when an email signature has a large number of images or the network connection is slow or interrupted. Waiting usually clears it, and reducing the number of images shortens the load. Embedded images increase the file size of an email, so if you use several, the article suggests linked images instead.

Can I add a legal disclaimer to my email signature?

Yes. Add a legal disclaimer in the generator if your company needs one. Exclaimer also has an email disclaimer generator.

Why does Gmail say my email signature is too long?

Google's Gmail Help page says Gmail allows up to 10,000 characters in an email signature, and an image counts toward that limit. If Gmail shows an error, Google's advice is to resize the image. Exclaimer also has a guide to the Gmail length error.

Which fonts and font sizes should I use in an email signature?

Exclaimer's design guidelines give each part of an email signature its own size range, with your name largest and legal text smallest:

Part of the email signature	Recommended size
Name and job title	11 to 12 pt
Contact details	8 to 10 pt
Disclaimers and legal text	7 to 8 pt

Some fonts aren't available on different devices or operating systems, especially custom fonts, so the guidelines suggest a font stack of fallback fonts. Exclaimer also has a guide to email signature fonts.

Why does my email signature look wrong in dark mode?

Exclaimer's dark mode support article says different devices and mail clients may invert colors and apply dark backgrounds, and a device's dark mode settings can't be overwritten. The article recommends images with a light background, so dark text can still be seen, and a light-colored border around text-based logos or tagline images before you upload them to the template.

Set up email signatures for your whole team

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