How to add an HTML email signature

Copy the formatted signature, paste it into your mail settings, then test a received email. The right settings depend on your app.

Free toolEmail Signature GeneratorCreate a clickable HTML signature or a team batch from CSV. Preview, copy with formatting and install it yourself.Create your signature

Start with the formatted signature

Use formatted copy for Gmail, Outlook and Apple Mail’s rich-text signature editors. Pasting source code there can show the tags as text.

What you have	What to copy
A generator with Copy signature	Use the formatted-copy action. Keep Copy HTML code for source editors.
A downloaded HTML file	Open it in a browser. Select the visible signature and copy it with formatting.
Plain text	Paste it directly. Add links and formatting in your mail app if you want them.
An image-only signature	Add it as an image in the mail editor. Keep essential contact details as text too.

Add a signature in Gmail on a computer

Open Gmail’s full settings and find Signature under General. This is the desktop web workflow.

Choose Settings, then See all settings.
In General, find Signature and create a named signature.
Paste the formatted signature into the editor.
Choose signature defaults for new emails and replies.
Scroll to Save Changes, then start a new message to check it.

Google documents a 10,000-character signature limit. Images also count towards it. For current steps and separate mobile options, see Gmail’s official signature help. The generator’s byte count is an HTML size indicator, not a prediction of Gmail’s character accounting.

Add a signature in Outlook

Use the settings for your Outlook version. New Outlook and classic Outlook have different editors.

New Outlook and Outlook on the web

Open Settings, then Accounts and Signatures. Add a named signature, paste it with formatting and save your defaults.

Classic Outlook for Windows

Open a new email, then Signature and Signatures. Create a signature, paste into Edit signature and choose the account and defaults. Confirm with OK.

Microsoft notes that local signatures may not appear on another device. Check each setup you actually use. Its official Outlook instructions cover the version-specific controls.

Add a signature in Apple Mail on Mac

Open Mail, then Settings and Signatures. Select your account, add a signature and paste the formatted content.

If Mail changes your type, try turning off Always match my default message font. Choose the signature for the account before starting a new message. Apple’s Mail signature instructions explain account assignment and editing. These steps are for Mac, not iPhone.

Fix code, missing logos and changed formatting

Check the received email before changing the design. A compose-window preview cannot show everything your recipient will see.

Symptom	What to check first
HTML tags appear in the signature	Use formatted copy, or copy the visible signature from an HTML file.
The logo is missing	Check the public image URL without being signed in. Confirm it is a direct HTTPS image and still exists.
The image is visible only to you	A local file or private image link may not be available to your recipient. Use an image on a public host you control.
Font or spacing changes	Your mail app may rewrite formatting. Try a simpler layout and compare the received message with the editor.
Text is hard to read in a dark inbox	Test that inbox directly. A dark browser canvas does not reproduce its colour processing.
The signature is absent in replies	Check separate reply defaults and the account chosen for the message.

A worked example for a small team

Keep shared branding separate from personal contact details. This example uses synthetic staff and deliberately leaves one phone number empty.

name,email,title,phone
Maya Patel,maya@example.com,Design director,+44 20 7946 0958
Alex Example,alex@example.com,"Designer, brand",

In floi, set Company to Northline Studio and Website to example.com in Details. Choose Classic in Design, then import the CSV in Team CSV.

A missing column uses shared branding

This CSV has no company or website columns. Both signatures use the company and website from Details.

A blank cell stays blank

Alex’s empty phone cell produces no phone link. It does not borrow Maya’s number or a sample number.

A quoted comma stays in the title

The quoted title reads as Designer, brand in one cell. It does not shift the phone into another column.

The implementation checks these cases with a repeatable synthetic fixture. The test also covers invalid URLs, HTML escaping and broken CSV quotes. This is generation evidence, not a received-email compatibility result.

Test before you roll out a team signature

Send one test email to a different mailbox, then check the received message in your intended apps.

Check identity and links
Confirm the name, role and contact details. Test the email, website, booking and phone links with the intended devices.
Check different conditions
Read the email on a narrow screen, with images blocked and in a dark inbox. Reply to it and check the thread.
Distribute reviewed files
Share each person’s own signature and installation instructions. Avoid circulating the entire staff CSV when an individual file is enough.

Choose manual setup or a managed platform

Use your mail app’s editor for a simple personal footer. A generator helps when several people need a reusable design.

Approach	Fits	Limit
Mail app’s built-in editor	A short signature with text, links and an optional logo.	You build and update each signature yourself.
floi generator and staff CSV	A shared layout, individual files and manual installation.	It does not deploy updates to staff inboxes or host images.
Managed signature platform	Organisation-wide deployment or directory integration.	A broader service needs account access and its own pricing and data review.

All installation sources above were checked on 30 September 2026. Received-email checks in Gmail, Outlook and Apple Mail have not been run for this release. Complete them before relying on a design across a company.