Question 1

What should an email signature include?

Accepted Answer

A professional email signature should include: (1) Full name and job title; (2) Company name with a link to the website; (3) Phone number (optional but helpful for sales and support); (4) 2–3 key social profile links (LinkedIn for B2B, relevant platforms for your industry); (5) Optional: profile photo (builds personal connection), company logo (brand recognition), call-to-action link (calendar booking, recent content, promotion). What to omit: inspirational quotes (unprofessional in business context), excessive legal disclaimers, animated GIFs, more than 4 social icons.

Question 2

How do I add an HTML email signature in Gmail?

Accepted Answer

To add an HTML signature in Gmail: (1) Go to Gmail Settings (gear icon) → See all settings; (2) Scroll to the Signature section; (3) Click 'Create new', give it a name; (4) In the signature editor, right-click and choose 'Paste' — do NOT use Ctrl+V for HTML (it pastes raw code). Instead, open the generated HTML in a browser, select all, copy, then paste into the Gmail editor. Alternatively, use the 'Insert from Drive' approach. Set the signature to appear in new emails and replies. Test by sending to yourself and checking on mobile.

Question 3

How do I add an HTML email signature in Outlook?

Accepted Answer

In Outlook (desktop): File → Options → Mail → Signatures → New. In the signature editor, click the HTML button (or open the signature .htm file). For Outlook Web (OWA): Settings → View all Outlook settings → Compose and reply → Email signature. Paste your signature using Ctrl+V (OWA renders HTML from clipboard). Outlook desktop is known to strip some CSS — use inline styles and avoid CSS variables, flexbox and grid. The email signature generator outputs Outlook-safe inline HTML by default.

Question 4

What size should a profile photo be in an email signature?

Accepted Answer

Profile photo in email signature: 100×100px displayed size, but upload at 200×200px for retina screens. Use a circular or square crop. File format: JPG for photos (smaller file size), PNG for logos. Host the image on your website or a reliable CDN — do not use Base64 encoded images (they're blocked by many email clients). Total email signature file size should be under 50KB to avoid deliverability issues.

Email Signature Generator

What you can include

Name & title

Company branding

Profile photo

Social links

CTA button

One-click copy

Frequently asked questions

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