Email signature generator with a save-contact link
Fill in your details, watch the signature build as you type, and copy it into Gmail or Outlook in one click. It leads with text, adds a WhatsApp link, and ends on one link to your digital card.
- Works in Gmail and Outlook
- Text first, shows everywhere
- One-click copy
- Made on your device
About you
How to reach you
Your one link recommended
No profile yet? A Beeps Card profile gives the link somewhere to go: your number, WhatsApp, location and a save-contact button, from ₹199 a year.
Look
Preview
- Well under Gmail's 10,000 character limit
- No pictures, so it shows the same in every mail program
- Next: paste it into Gmail or Outlook - steps
How to make an email signature
A good email signature is four lines: your name, your role and company, one phone number with a WhatsApp link, and one link to a page that holds the rest. Fill in the form, copy the formatted signature, and paste it into Gmail's or Outlook's signature box. It uses no images by default, so it shows the same everywhere.
- Fill in four things
Name, role and company, the one number you answer, and your email. The WhatsApp link is added to the number for you.
- Add your one link
The page you want people to act on, such as your digital card with a save-contact button. Pick the words for it, a colour and a font.
- Copy, paste, test
Press Copy signature and paste it into your mail program's signature box. Send yourself a test email, and open it on your phone too.
Five habits that keep a signature useful
Your signature goes at the bottom of every email, so it is read far more often than a card is handed over. Keep it to one number, one link and four lines, and put nothing important inside a picture. These rules are how the tool sets itself up, and they are worth keeping if you write your own.
- Habit 1
One phone number
A signature with three numbers makes the reader choose. Give the one you answer, and let the profile link carry the rest.
- Habit 2
One link to act on
Send people to a single page that has everything else: your profile, with a save-contact button. Two calls to action split attention.
- Habit 3
Text first, picture second
A logo is fine, but nothing important should live only inside an image, because a mail program may not show it until the reader allows it.
- Habit 4
Four lines or fewer
Name, role and company, contact line, and one link. A signature longer than the message it follows gets skipped.
- Habit 5
Match the font you type in
A web-safe font like Arial or Verdana shows the same on almost every machine. A custom font is replaced by whatever the recipient has.
- Leave out
- A second and third phone number
- Social media icons drawn as pictures - write the links as text instead
- A quote, a slogan or a line of disclaimers nobody asked for
- A full postal address, unless people really post you things
- A banner image, which arrives as a gap when pictures are blocked
The reason for text first is a setting, not a taste. Microsoft says Outlook is configured by default to block automatic picture downloads from the internet, and lists tracking pixels among the reasons. A signature built from text and links always shows.
Email signature examples for four kinds of work
The same four lines work for almost everyone; what changes is the one link at the bottom. A clinic sends people to booking, an accountant to a saved contact, a property agent to listings, a shop to its products. The names and numbers below are samples.
Dr. Jay JJ
Consultant Dentist, Jay Dental Clinic
+91 98765 43210 | WhatsApp | jay@mail.com
Book an appointment →
Jay JJ
Partner, Jay Associates, Chartered Accountants
+91 98765 43210 | WhatsApp | jay@mail.com
Save my contact →
Jay JJ
Sales Head, Jay Realty
+91 98765 43210 | WhatsApp | jay@mail.com
See current listings →
Jay JJ
Owner, Jay Electronics
+91 98765 43210 | WhatsApp | jay@mail.com
See our products →
Gmail and Outlook, step by step
Press Copy signature, open your mail program's signature settings, paste into the box and save. The steps differ a little between Gmail, new Outlook and classic Outlook, so each is below. Send yourself a test email afterwards.
Gmail
- Click Copy signature above.
- In Gmail, choose Settings, then See all settings.
- In the Signature section, paste into the box.
- Click Save changes at the bottom.
Google's steps also cover the Gmail app, and say a signature can hold up to 10,000 characters.
Outlook
- Click Copy signature above.
- New Outlook: Settings, Accounts, then Signatures, and Add signature. Classic Outlook: open a new message, then Message, Signature, Signatures, New.
- Paste into the editing box and save.
- Choose it as the default for new messages and replies.
Microsoft's guide covers each version of Outlook and notes that a signature can hold links, pictures, fonts and colours.
One profile behind the signature, the QR and the card
Your signature link is only as useful as the page it opens. If that page is a profile you can edit, the signature never goes stale either.
- Reaches people who already have your email
- Shows your name, number and one link
- Has to be edited in every mail program when your details change
- Cannot save your contact for the reader
- The signature link opens a profile you can edit any time
- Edit it once and every link and QR shows the update
- One-tap save puts your name and number in their contacts
- Everyone who saves your contact lands in a list you can export
- Add the NFC card to hand the same profile over with a tap
₹199 a year
A Beeps profile on Basic, no card needed. Add the NFC card for ₹1,699 once, whenever you want a tap.
Start with the profileOr get the NFC card with itSee the digital visiting cardEmail signature questions
How do I add the signature to Gmail?
Open Gmail, choose Settings, then See all settings, and paste the signature into the Signature box. Save the changes at the bottom of the page. Google says a signature can hold up to 10,000 characters, and the tool shows how many your HTML uses.
Sources: Google
How do I add it to Outlook?
In new Outlook, go to Settings, Accounts, then Signatures, add a signature and paste into the editing box. In classic Outlook, open a new message, choose Message, then Signature, then Signatures, select New, and paste into the Edit signature box. Microsoft notes a signature can hold links, pictures, fonts and colours.
Sources: Microsoft
What should a professional email signature include?
Four lines: your name; your role and company; one phone number with a WhatsApp link and your email; and one link to a page that holds everything else, such as your digital card. Leave out extra numbers, quotes and pictures that carry information.
Why does the signature not use images by default?
Because Outlook is set by default to block automatic picture downloads from the internet, and the reader has to allow them. A signature that is mostly a picture arrives as a gap. Text and links always show, so they carry the message, and you can add a logo as a small extra.
Sources: Microsoft
Can I add social media icons?
You can, but icons are pictures, and Outlook blocks pictures from the internet by default, so they may arrive as empty boxes. Write the links as text instead - or link to one profile page that carries all your social links.
Sources: Microsoft
What is the difference between copying the signature and copying the HTML?
Copy signature puts formatted text on your clipboard, which pastes straight into a signature box. Copy HTML gives you the code, for a mail program that has an HTML signature field. Copy plain text is for messages sent as plain text.
Where does the WhatsApp link go?
It opens a chat with your number using a wa.me link, the same kind the WhatsApp link generator makes. The tool cleans the number for you: no plus sign, spaces or leading zero.
Can I use the same signature on my phone?
Google's help page has separate steps for the Gmail app, and the plain-text version from this tool is the one to paste there. Check it by sending yourself an email from the phone.
Sources: Google
Is what I type sent anywhere?
No. The signature is built in your browser and nothing you enter leaves your device.
More free tools: the WhatsApp link generator, the contact QR code generator and the free QR code generator. To send a contact as a file, see the PDF visiting card guide.
Sources
How Gmail and Outlook handle signatures and pictures comes from Google's and Microsoft's own help pages. Each was read on the date shown.
- Google, Create a Gmail signature. Checked .
- Microsoft, How to add and change an email signature in Outlook. Checked .
- Microsoft, Block or unblock automatic picture downloads in classic Outlook email messages. Checked .