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Outlook Signature Generator

Outlook is the email client most likely to mangle a signature — classic desktop Outlook renders HTML with Word's engine, which ignores half of modern CSS. This Outlook signature generator builds signatures the one way that survives it: nested tables, inline styles, web-safe fonts. Design it here, copy it formatted, and paste it in — with separate steps for new Outlook, Outlook on the web, and classic desktop.

  • Nothing you type leaves this page
  • Works offline once loaded
  • Free forever, no signup

Email clients only show images loaded from a public URL — a signature can't carry the file itself. Upload your logo to your website (or any host) first, then paste its direct link here. Keep it under ~100px tall and a few KB.

Accent color {{ fields.accent }}
Layout
Live preview (how it lands in an email)
To: client@example.com
Subject: Re: Project proposal

Thanks for your time today — details below.

Best regards,

“Copy formatted signature” puts rich HTML on your clipboard — paste it straight into the signature box and the layout survives. “Copy HTML source” is for clients and tools that accept raw HTML.

How to paste into Gmail
  1. Click Copy formatted signature above.
  2. In Gmail, open Settings → See all settings → General.
  3. Under Signature, click Create new, name it, and paste (Ctrl+V / Cmd+V) into the editor.
  4. Set it as the default for new emails and replies, scroll down and hit Save Changes.
How to paste into Outlook
  1. Click Copy formatted signature above.
  2. New Outlook / Outlook on the web: gear icon → Account → Signatures, paste into the editor, save.
  3. Classic desktop Outlook: File → Options → Mail → Signatures…, click New, paste into the edit box, OK.
  4. Send yourself a test email — classic Outlook renders with Word's engine, so always check the real thing.
How to paste into Apple Mail
  1. Copy the formatted signature above.
  2. In Mail, open Settings → Signatures, pick your account and click +.
  3. Paste into the signature area and untick “Always match my default message font” so your styling is kept.

From a free tool to your own software

Company email and brand consistency systems

When every employee builds their own signature, you get stretched logos, old phone numbers and job titles that stopped being true two roles ago, and IT rarely has time to fix hundreds of mailboxes one by one. Companies on Google Workspace or Microsoft 365 can manage signatures and email templates centrally instead, pulling details from the staff directory so one change updates everyone.

  • Centrally managed signature systems

    Generate each employee's signature from HR or directory data and apply it to their mailbox through Google Workspace or Microsoft 365, so a title change updates itself.

  • Transactional email templates

    Invoices, order confirmations and password resets built as table-based HTML that renders properly in Outlook, Gmail and phone mail apps.

  • Staff directory and digital business cards

    An internal directory that feeds email signatures, visiting-card QR codes and the team page on your website from one set of records.

  • Newsletter and campaign email tooling

    Build, send and track newsletters from your own system, with a template library your marketing team can edit without breaking the layout.

Who we build this for: Companies, agencies, hospitals and institutes on Google Workspace or Microsoft 365 with many staff mailboxes.

This tool runs entirely in your browser. The team that built it designs custom software for businesses and runs DigiSign, our own signage platform, in production.

Standardise company email Digital Transformation & Enterprise Systems

How to use this tool

  1. Build the signature here

    Enter your details and pick a layout — every template is table-based with inline styles specifically so Word's renderer can't break it.

  2. Copy it formatted

    Click "Copy formatted signature" to put rich HTML on your clipboard, ready for Outlook's signature editor.

  3. Paste into your Outlook

    New Outlook/web: Settings → Account → Signatures. Classic desktop: File → Options → Mail → Signatures → New. Paste, save, and send yourself a test.

Questions people ask

How do I add a signature in the new Outlook or Outlook on the web?

Click the gear icon → Account → Signatures (on the web it's Settings → Mail → Compose and reply). Create a new signature, paste what you copied here, then choose it as the default for new messages and replies, and save.

How do I add a signature in classic desktop Outlook?

File → Options → Mail → Signatures…, click New, name it, paste into the edit box and OK. Then set it under "Choose default signature" for new messages and replies/forwards. If File → Options is missing, you're on new Outlook — use the gear icon path instead.

Why does Outlook render signatures differently from every other client?

Classic desktop Outlook (2007 through Microsoft 365 classic) uses Microsoft Word as its HTML engine. Word predates modern CSS: no flexbox, no grid, unreliable margins and max-width, no background images. Table layouts with inline styles are the only construction it renders faithfully — which is why every template here is built that way.

Why does my signature get extra spacing in Outlook?

Word's renderer adds its own paragraph spacing to <p> tags and interprets line-height loosely. Our templates avoid <p> inside the signature and control spacing with table cell padding, which Word respects. If you edit the pasted result inside Outlook, avoid pressing Enter inside it — that inserts Word paragraphs.

Will the same signature work in Outlook mobile?

Outlook's phone apps keep their own signature (Settings → Signature in the app), defaulting to "Get Outlook for Android/iOS". Paste your details there too — the app accepts basic rich text, and your table signature degrades gracefully.

My company uses signatures via Exchange — should I still set one?

If IT stamps signatures server-side (via transport rules or a signature service), setting your own creates doubles. Check with IT first; this tool is for accounts where you control the signature.

Related tools

Who makes these tools

Free because it costs us nothing to run: your browser does the work, not our servers. Made by Dynamb Technologies — we build software for businesses.