EmailSignature Help

A complete guide to the email signature generator, from the first field to a signature installed in your mail program.

Last Updated: October 6, 2026

1. Getting Started

1.1 What you need

• A modern browser (Chrome, Edge, Firefox, Safari or Opera) with JavaScript enabled
• Site data allowed for zerodataupload.com, so your draft and saved signatures are kept between visits
• Your contact details, and if you want them, a photo and a logo as PNG, JPG, GIF or WebP files, or their hosted addresses

1.2 The layout

The tool is one page. The toolbar at the top holds Undo and Redo, New, Save signature and Shortcuts. Beneath it are two columns. On the left, the Content card has sections for personal information, contact details, photo and logo, social networks, banner, call to action, meeting link and disclaimer; click a section's heading to open or close it. Under it the Design card holds the layout, the colours and the typography. On the right, the Preview card shows the signature as you type, with tabs for Gmail, Outlook and Apple Mail mock-ups, and the Copy signature, Copy HTML and Download PNG buttons. Under it, Saved Signatures lists the signatures you have kept, with Import and Export. On a tablet or a phone the right column moves below the left one.

2. Personal Information and Contact Details

Type your full name, job title, company and department in the first section. The name is shown in the primary colour at the name size; the title in the secondary colour; the company in the text colour with the department after a dot. In the second section enter the email address, phone, mobile, fax, website and postal address you want recipients to have. Every field is optional: leave one blank and it is left out of the signature. The email becomes a mail link, the website a link that shows without its https:// prefix, and the address keeps its line breaks.

A red message under a field means the value is not in the form the signature needs. An email needs an @ and a domain; a web address should start with https:// (a plain domain such as example.com is accepted and completed). The link is left out until the address is valid, so nothing broken reaches the signature.

3. Photo, Logo and Banner

3.1 Embedding an image

1. Click the upload box (or drop a file on it) under Profile photo, Company logo or Banner image.
2. Choose a PNG, JPG, GIF or WebP file up to 8 MB.
3. The image 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 in the signature. A message tells you the embedded size.
4. Change or Remove the image from the small preview that replaces the box.

3.2 Using a hosted image

Under each upload box is a field for a hosted image address: the public address of the picture on your website, a company server or an image host. Paste it and the signature loads the picture from there. When both an embedded file and a hosted address are given, the hosted address is used. Hosted images are shown by every mail program, including Gmail, which drops embedded images; they also keep the signature small and can be replaced later without touching the signature.

3.3 Shape and size

The photo can be square, rounded or a circle, and from 40 to 150 pixels; the logo's height runs from 20 to 100 pixels and its width follows. Keep the photo near 80 pixels and the logo near 40 for a signature that sits quietly at the end of an email. A banner is shown at its natural width up to 600 pixels; about 600 by 100 is a good shape, and it can carry a link.

4. Social Networks

Open the Social Networks section and click the networks you use: LinkedIn, X, Facebook, Instagram, YouTube, GitHub, Dribbble, Behance, Pinterest, TikTok, WhatsApp and Telegram. A field appears for each one; paste the full address of your profile. Click a network again, or its remove button, to take it out. Each network appears in the signature as a coloured symbol that links to your profile and carries the network's name; a network without an address is left out. The symbols travel inside the text and need no hosting, which is why they are used rather than logo images.

5. Button, Meeting Link and Disclaimer

• Call to Action adds a button in your primary colour with white text. Turn the switch on and give it a text and a link, for example "Book a demo" and the address of your booking page. The button needs both before it appears.
• Meeting Link adds a text link with a calendar symbol, for a booking page or a meeting room. Turn the switch on and fill in the link text and the address.
• Disclaimer adds the small grey legal text some organisations require, under a thin rule. Turn the switch on and paste the wording.

Each switch can be turned off without losing the text, so a seasonal button or a promotion can be switched on and off.

6. Layouts

• Horizontal: the photo on the left, everything else beside it. The most common shape and the safest in every mail program.
• Vertical: everything centred in a column, the photo on top. Suits a round photo and a short signature.
• Compact: the name and title on one line, the company on the next, then email, phone and website on a single line, with the social symbols beneath. The smallest footprint.
• Modern: the horizontal layout with a vertical rule in the primary colour between the photo and the text.

Click a layout card to switch; the preview changes at once and the choice goes into the history, so Undo brings the previous layout back.

7. Colours and Typography

Primary colours the name, the call-to-action button and the Modern layout's rule. Secondary colours the job title, the department, the address and the separators. Text colours the company line and the contact details. Links colours the email, website and meeting links. Use the colour picker or type a six-digit hex value; the preview follows as you go.

The font list offers Arial, Helvetica, Georgia, Times New Roman, Verdana, Tahoma and Trebuchet MS: the fonts every computer and phone has, so the signature looks the same for every recipient. The three sliders set the name size (14 to 24 pixels), the title size (12 to 18) and the contact size (10 to 16), which also governs the button, the meeting link and the social line.

8. The Preview

The Preview card shows the signature on white paper, exactly as it will be copied. The Gmail, Outlook and Apple Mail tabs place it under a short message in a mock-up of each program, in that program's usual body font, so you can judge how it sits at the end of a real email. The mock-ups show how the signature looks, not how each program handles images; see section 10 for that. On wide screens the preview stays in view while you scroll the editor.

9. Copying and Downloading

• Copy signature (or Ctrl+Shift+C) puts the formatted signature on the clipboard, with a plain-text version for programs that want one. Paste it into your mail program's signature box.
• Copy HTML puts the code on the clipboard as text, for a system that asks for the HTML of a signature, for Thunderbird's HTML mode, or for a developer.
• Download PNG saves an image of the signature at twice its size on a white background, named after you. Use it only where a picture is the only option: an image has no clickable links and no selectable text. A hosted image whose server does not allow it to be drawn is left out, and a message says so.

10. Installing in Each Mail Program

10.1 Gmail

1. Click Copy signature here.
2. In Gmail click the gear at the top right, then See all settings.
3. On the General tab scroll to Signature, click Create new, name it, click in the editing box and paste.
4. Under the box choose the signature for new emails and for replies and forwards.
5. Scroll to the bottom and click Save changes.

Gmail keeps the layout, colours and links but removes embedded images, so give the photo and logo a hosted address (section 3.2) before copying. Gmail limits a signature to about ten thousand characters; a signature with hosted images is well within that.

10.2 Outlook on the web and the new Outlook

1. Click the gear, then Accounts and Signatures (older layouts: Mail, Compose and reply).
2. Click New signature, name it, paste into the editor and save.
3. Choose it as the default for new messages and for replies and forwards.

10.3 Classic Outlook for Windows

1. Open File, Options, Mail, and click Signatures.
2. Click New, name the signature, click in the editing box and paste with Ctrl+V.
3. Assign it to your account for new messages and for replies.

Classic Outlook adds a little paragraph spacing of its own; the Compact and Horizontal layouts are the most forgiving. If the paste loses its formatting, close the dialog, copy again and paste with Ctrl+V rather than from the right-click menu. For full control, advanced users can open the signature folder (type %APPDATA%\Microsoft\Signatures in the Explorer address bar), open the signature's .htm file in a text editor and replace its body with the output of Copy HTML.

10.4 Apple Mail on a Mac

1. Open Mail, then Settings (or Preferences) and the Signatures tab.
2. Select the account on the left and click the plus button.
3. Name the signature and paste into the box on the right.
4. Untick Always match my default message font so your font and colours are kept.
5. Choose the signature as the default at the bottom. Drag it onto the account if it does not appear there.

Apple Mail shows embedded images, so the uploaded photo and logo work as they are.

10.5 Mail on iPhone and iPad

The Mail app's signature setting is plain text and does not accept a formatted signature from the clipboard. Send yourself an email from a computer with the signature in it, open it on the phone, select the signature, copy it, and paste it into Settings, Mail, Signature. Most of the formatting survives. If the Mail app asks whether to keep the formatting, say yes.

10.6 Thunderbird

Open Account Settings, select the account and tick Use HTML. Paste the copied signature into the signature box, or paste the output of Copy HTML; both work. Thunderbird keeps embedded and hosted images alike.

10.7 Help desk, sales and newsletter systems

Where a system has a signature field that asks for HTML, use Copy HTML. Where only an image is accepted, use Download PNG, bearing in mind that an image has no clickable links.

10.8 Test it

After installing, send a message to yourself and to someone who uses a different mail program, and open it on a phone. Check that the links work, the images show and the lines wrap where you expect. If something is off, change the layout or the sizes here, copy again and replace the signature.

11. Undo, Redo and New

Every change to the signature goes into a history of fifty steps. Undo (Ctrl+Z) and Redo (Ctrl+Y or Ctrl+Shift+Z) step through it. Typing in a field is recorded when you leave the field; switches, layouts, colours, networks and images are recorded at once. Inside a text field Ctrl+Z first undoes your typing; click outside the field to undo a change to the signature as a whole. New starts a blank signature; Undo brings the previous one back.

12. Saving, Export and Import

• Save signature (Ctrl+S) keeps the current signature under a name in the Saved Signatures card. Saving with the name of an existing signature replaces it. Each saved signature has Load and Delete buttons; Delete asks first.
• Export writes every saved signature, images included, to one file named email-signature-date.json. Keep it as a backup or carry it to another device.
• Import reads such a file, says how many signatures it holds and, after your confirmation, adds them to the ones saved here; a saved signature with the same name is replaced.
• Clear all saved data removes every saved signature and the draft from this browser, after a confirmation.

13. Keyboard Shortcuts

• Ctrl+Z (Cmd+Z on a Mac): undo; Ctrl+Y or Ctrl+Shift+Z: redo
• Ctrl+S: save the signature; Ctrl+Shift+C: copy the formatted signature
• Escape: close a window; ?: show the shortcuts

14. What Is Remembered

The draft you are working on and the saved signatures are kept in your browser's storage on this device and come back on the next visit. They are not shared with other browsers or devices and never leave the computer unless you copy, download or export them. Clearing the site's data removes them, so export the signatures you want to keep.

15. Troubleshooting

• The photo does not show in Gmail: Gmail removes embedded images. Use a hosted image address (section 3.2).
• The paste comes out as plain text: use Copy signature (not Copy HTML), click inside the signature box, and paste with Ctrl+V rather than from a right-click menu.
• Outlook adds space between lines: choose the Compact or Horizontal layout; see section 10.3 for the signature file method.
• "Could not save": the browser blocks site data (a private window, a clear-on-exit setting) or its storage is full; a few large embedded images can fill it. Use a normal window, prefer hosted images and export what you want to keep.
• "That is not an EmailSignature file": Import was given a file that Export did not write, or one that was edited. Use the .json file as saved.
• "The image could not be made": the browser refused to draw the signature to a picture. Copy the signature or the HTML instead.
• A hosted image is missing from the PNG: its server does not allow it to be drawn by another site. Embed the image for the PNG, or host it where that is allowed.
• The signature vanished: cleared browsing data, a new profile or a different browser. Import your last export, or load a saved signature.