How to add an HTML email signature

This guide shows how to install a signature created with our HTML Email Signature Generator in popular email clients: Outlook (Windows), Windows Mail / New Outlook, Thunderbird, Outlook on the web, and Gmail.

Step 1 — Generate your signature

1. Open the HTML Email Signature Generator.
2. Fill in your details and (optionally) add a logo.
3. Choose your export method:
   • Copy formatted (recommended if available)
   • Copy HTML (use if your client expects HTML source or you’re using a signature file)
   • Download HTML (useful for Thunderbird or advanced setups)
   • Copy text (fallback for strict clients)

Outlook for Windows (classic desktop)

1. Open Outlook.
2. Go to File → Options → Mail.
3. Click Signatures….
4. Click New, name the signature, and save.
5. Click inside the signature editor box and paste:
   • Use Copy formatted from the tool when available, then paste into Outlook.
   • If pasting doesn’t keep formatting, try pasting from the tool’s preview area (not the HTML code block).
6. Choose your default signature for new messages/replies (optional).
7. Send a test email to yourself and confirm it looks correct.

Windows Mail / New Outlook for Windows

Microsoft has transitioned Windows Mail users to the “New Outlook” experience. The menu labels vary slightly, but the process is the same: find signatures in settings, create a new signature, and paste your formatted content.

1. Open New Outlook (or Windows Mail).
2. Open Settings (gear icon).
3. Navigate to Accounts or Mail → Signatures.
4. Create a new signature and paste using Copy formatted from the generator.
5. Save, then send a test message.

Thunderbird

Thunderbird supports HTML signatures either by enabling HTML in the signature field or by attaching an external HTML file.

1. Open Thunderbird.
2. Go to Account Settings for the email account you want.
3. Find the Signature text section.
4. Choose one approach:
   • Inline signature: check Use HTML (if available) and paste from Copy formatted.
   • Signature from file: download HTML from the tool and select it as your signature file (best if your signature is larger).
5. Compose a test email to confirm the logo and spacing.

Outlook on the web (Outlook.com / Microsoft 365)

1. Open Outlook on the web in your browser.
2. Click Settings (gear icon) → View all Outlook settings.
3. Go to Mail → Compose and reply.
4. In the Email signature box, paste using Copy formatted.
5. Choose whether to automatically include it on new messages/replies.
6. Save and send a test email.

Gmail

1. Open Gmail in a desktop browser.
2. Click Settings (gear) → See all settings.
3. In the General tab, scroll to Signature.
4. Click Create new and name your signature.
5. Click inside the signature editor and paste using Copy formatted.
6. Scroll to the bottom and click Save Changes.
7. Send yourself a test email and confirm the logo shows.

Troubleshooting