How to add a professional email signature in Gmail and Outlook

Most homemade signatures break somewhere: the logo shows as an attachment, the layout falls apart on phones, or the phone number isn't tappable. A signature built as simple formatted HTML avoids all of that.

What to put in a business signature

• Full name and job title
• Company name, and your logo if you have one
• One phone number (with country code, such as +966 or +92) and your website
• Optional: a WhatsApp or booking link, and one or two social links

Leave out long quotes, several phone numbers and big banners. Four to five short lines read best on a phone.

Make it

1. Open the email signature generator.
2. Fill in your details and pick a layout. Arabic names and titles display right to left automatically.
3. Press Copy signature. This copies it with formatting, ready to paste.

Add it to Gmail

1. In Gmail on a computer, click the gear icon, then See all settings.
2. On the General tab, scroll to Signature and click Create new.
3. Paste the signature into the box, choose when to use it, then scroll down and click Save Changes.

Add it to Outlook

1. In Outlook on the web or the new Outlook app, open Settings, then Accounts > Signatures.
2. Create a new signature, paste it into the editor and save.
3. Set it as the default for new messages and replies.

Add it to Apple Mail

Open Mail > Settings > Signatures, add a new signature, untick "Always match my default message font", and paste.

Add a handwritten signature too?

For letters and PDFs, make a transparent signature image with the signature maker. Keep it out of everyday emails: images in signatures often show as attachments.

Frequently asked questions