Email signature generator with a save-contact link
Fill in your details, see the signature as you type, and copy it into Gmail or Outlook. It leads with text, adds a WhatsApp link, and ends on one link to your digital card.
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. This generator builds that as formatted text you can paste into Gmail or Outlook, plus the HTML and a plain-text version. It uses no images by default, because Outlook blocks automatic picture downloads by default.
Build the signature
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. 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.
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.
Gmail and Outlook, step by step
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 card, the signature and the QR
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 same profile opens from a tap, a scan or the signature link
- Edit it once and every link 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
- WhatsApp, call and email buttons, an enquiry form and booking on one page
₹1,898
The card once, plus your first year of Basic. Then ₹199 a year.
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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
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
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.
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 and the vCard 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 .