EmailSignature FAQ

A1: EmailSignature is a free email signature generator that runs in your browser. You type your name, title, company and contact details, add a photo, a logo, social links and extras such as a call-to-action button or a disclaimer, choose one of four layouts with your own colours and fonts, check the result in Gmail, Outlook and Apple Mail mock-ups, and copy it straight into your mail program's signature box. The draft and your saved signatures are kept in the browser; nothing is uploaded and there is no account.

A2: Nothing. There is no plan, no watermark, no limit on signatures and no feature held back. Like every page on ZeroDataUpload, the tool is supported by advertising.

A3: No. There is no registration and no login. Open the page and start typing.

A4: Anyone who sends email for work: freelancers, small business owners, sales and support teams, job seekers, consultants, teachers and anyone who wants a tidy, consistent sign-off without learning HTML or paying for a signature service.

A5: Yes. The editor, the design options and the preview stack one above the other, and the signature can be copied on the phone. Installing a formatted signature is easiest from a computer, though, because the phone mail apps' signature boxes accept plain text only; the help page explains the workaround for iPhone.

A6: Press Copy signature first. Then, in Gmail, go to Settings, See all settings, and scroll down to Signature. Choose Create new, name it, click inside the editor and paste, and finish with Save changes at the foot of the page. Layout, colours and links come through; for the photo and logo, give the tool a hosted image address, since Gmail strips embedded images.

A7: It does. For Outlook on the web and the new Outlook app: Settings, Accounts, Signatures, then paste and save. For classic Outlook on Windows: File, Options, Mail, Signatures, New, then paste. The signature uses a table with inline styles, the structure Outlook renders most reliably; if gaps look wrong, the Compact or Horizontal layout usually fixes them.

A8: Open Mail, Settings, Signatures, choose the account, click the plus button, and paste into the box on the right. Untick "Always match my default message font" so your colours and font are kept. Apple Mail shows embedded images, so an uploaded photo and logo work as they are.

A9: In Thunderbird open Account Settings, tick "Use HTML" and paste the copied signature, or paste the output of Copy HTML. Most other desktop programs and web mail services accept the copied signature in their signature editor; where a system asks for code, use Copy HTML; where only an image is accepted, use Download PNG.

A10: Click Copy signature again (not Copy HTML), click inside the signature box so the cursor is in it, and paste with Ctrl+V (Cmd+V on a Mac) rather than from a right-click menu, which some programs treat as "paste as text". If the mail program has a "paste and match style" option, do not use it for the signature. On older browsers the copy falls back to selecting the preview, which also works.

A11: Gmail drops any image stored inside the signature. Put the photo somewhere with a public web address, such as your own site, a company server or an image host, enter that address in the hosted image field below the upload box, and copy the signature once more. Apple Mail and most versions of Outlook display embedded images, so there the uploaded photo is fine.

A12: Hosted, if you can. A hosted image is shown by every mail program, keeps the signature small, and can be updated later without changing the signature. Embedded images need no hosting and are the right choice for Apple Mail or Outlook users who have nowhere to put a file. When both are given, the hosted address is used.

A13: It is read in your browser, shrunk to a sensible size (a photo to 300 pixels on its longest side, a logo to 400, a banner to 1,200), saved as JPEG for photos or PNG for graphics with transparency, and placed inside the signature as data. The file never leaves your device. A message tells you the embedded size; under about 150 KB is comfortable.

A14: PNG, JPG, GIF and WebP, up to 8 MB. Use PNG for a logo with a transparent background and JPG for a photo. An animated GIF becomes a still image, which is what most mail programs show anyway.

A15: About 600 by 100 pixels, or any wide, shallow shape. The banner is shown at its natural width up to 600 pixels and scales down on phones. Give it a link so a click goes somewhere useful.

A16: Network logos would have to be images stored on a server that every recipient can reach, and if that server ever disappeared, every email you had sent would show broken pictures. Text symbols avoid that: they are part of the signature itself, need no hosting and display in every mail program, while still linking to your profile with the network named.

A17: LinkedIn, X (Twitter), Facebook, Instagram, YouTube, GitHub, Dribbble, Behance, Pinterest, TikTok, WhatsApp and Telegram. Click a network to add it, paste the full address of your profile, and click again to remove it. A network without an address is left out of the signature.

A18: The button is a coloured link in your primary colour for the one thing you most want a recipient to do: book a demo, see your portfolio, read a case study. The meeting link is a quieter text link, usually to a booking page, so people can pick a time without a round of emails. Both have a switch, so you can turn them off without losing the text.

A19: Only if your organisation or your profession asks for one. Where it is required, turn the switch on and paste the wording you were given; it is shown in small grey text under a rule, where it does not compete with the signature.

A20: Horizontal puts the photo on the left and everything else beside it, the most common shape. Vertical centres everything in a column, good for a round photo and a short signature. Compact fits the name and title on one line and the contacts on the next, for people who want the smallest possible footprint. Modern is the horizontal layout with a coloured vertical rule between the photo and the text.

A21: Primary colours the name, the call-to-action button and the Modern layout's rule. Secondary colours the job title, the address, the separators and the department. Text colours the company line and the contact details. Links colours the email, website and meeting links. Type a hex value or use the colour picker; the preview follows at once.

A22: Because those are the fonts that every computer and phone has. A font your recipient does not have is replaced by another, and the signature re-flows. Arial, Helvetica, Georgia, Times New Roman, Verdana, Tahoma and Trebuchet MS look the same for everyone.

A23: Yes. The Undo and Redo buttons in the toolbar, or Ctrl+Z and Ctrl+Y, step through the last fifty changes to the signature. Inside a text field, Ctrl+Z first undoes your typing; click outside the field to undo a change to the signature as a whole.

A24: On this device, in the browser's own storage, alongside your current draft. There is no account and no server copy. To back them up or move them, Export saves all your signatures to a single file and Import loads that file in any browser.

A25: Yes, as long as you use the same browser on the same device, do not clear its site data and are not in a private window. The draft is saved as you type and restored when you return. Save signature keeps named copies as well, and Export puts them in a file you control.

A26: Copy signature copies the finished, formatted signature, which pastes straight into the signature editor of Gmail, Outlook, Apple Mail or Thunderbird looking just like the preview. Copy HTML copies the underlying code as plain text, for systems such as help desks that ask for signature HTML, or for a developer.

A27: An image of the signature at twice its size on a white background, for a web form, a document or a system that accepts only pictures. An image signature has no clickable links and no selectable text, so use it only where the copied signature is not accepted. A hosted image whose server does not allow it to be drawn is left out of the picture, and a message says so.

A28: The tool itself stores only your draft and saved signatures in the browser. The page, like every page on this site, loads Google advertising and analytics code; the Privacy Policy and Cookie Policy explain what those services collect and how the cookie banner controls them. Your signature details are never part of it.

A29: The value is not in the form the signature needs: an email address without an @ and a domain, a web address that does not start with https:// (a plain domain such as example.com is accepted and completed), or a size outside its range. The signature leaves a link out until the address is valid.

A30: The browser is blocking site data: a private window, a setting that clears data on exit, or storage that is full (a few large embedded images can fill it). Use a normal window, allow site data for zerodataupload.com, use hosted images where you can, and export what you want to keep.

A31: Classic Outlook for Windows adds its own paragraph spacing to pasted content. Choose the Compact or Horizontal layout, keep the text sizes near the defaults, and paste with Ctrl+V. If spacing still looks off, paste the output of Copy HTML through Outlook's signature file instead; the help page has the steps.

A32: Yes. Ctrl+Z undoes, Ctrl+Y (or Ctrl+Shift+Z) redoes, Ctrl+S saves the signature, Ctrl+Shift+C copies the formatted signature, Escape closes a window and ? shows the list. On a Mac use Cmd for Ctrl.