--- title: "Free email signature generator" description: "Create a free professional email signature with logo, social links and QR code. Ready for Gmail, Outlook and Apple Mail, no sign-up." url: https://utils.kyros-software.com/en/email-signature-generator lang: en publisher: Kyros Software --- # Free email signature generator Create a free professional email signature with logo, social links and QR code. Ready for Gmail, Outlook and Apple Mail, no sign-up. > This page is a free interactive tool that runs in the browser at https://utils.kyros-software.com/en/email-signature-generator. Below are the guide and the FAQ. ## What to include in a professional email signature A good signature tells the reader at a glance who you are and how to reach you. The usual elements are: - **Full name**, slightly larger than the rest. - **Job title and company**, so readers know where you fit. - **A phone number and website**; your email is already in the sender field, but it helps when the message is forwarded. - Company **logo**, kept small: around 40 px high is enough. - **Professional networks** such as LinkedIn, only if you use them for work. - **Legal or confidentiality notice**, if your company requires one. ## Signature templates There are three templates: **Classic**, with your details on the left and the QR set off by a coloured line; **With bar**, with a vertical stripe in your brand colour; and **Compact**, a single row with logo, details and QR, designed for quick replies and short signatures. ## How to add your signature in Gmail, Outlook and Apple Mail ### Gmail 1. Choose **Images: Hosted** and click **Copy signature**. 2. In Gmail: settings gear → **See all settings** → **General** tab → **Signature** → **Create new**. 3. Paste with Ctrl+V (⌘+V on Mac). 4. Scroll to the bottom of the page and click **Save changes**. ### Outlook 1. Click **Copy signature**. 2. **New Outlook and web:** Settings → **Accounts** → **Signatures** → **New signature**, paste and save. 3. **Classic Outlook:** File → Options → Mail → **Signatures…** → New, paste and click OK. ### Apple Mail 1. Click **Copy signature**. 2. In Mail: Mail menu → **Settings** → **Signatures** → **+** button. 3. Untick **Always match my default message font** and paste the signature into the box on the right. ### Roundcube 1. In Roundcube: Settings → Preferences → Composing Messages → **Compose HTML messages**: **always**, then save. Without this, mail goes out as plain text: no logo, no QR and lines cut short. 2. Settings → **Identities** → your address. In the Signature field, switch on the **HTML editor** with the HTML icon in the toolbar. 3. Here, click **Copy HTML code**. In Roundcube's editor toolbar, open **Source code** (<>), paste the code and confirm. 4. Save and send yourself a test email to a Gmail account. ## How to make an email signature that looks right everywhere Every email program interprets HTML its own way. This tool builds your signature with the techniques that work best across all of them, so it looks the same in Gmail, Outlook and on mobile. - **Tables instead of modern layout:** classic Outlook renders email with Word's engine, which ignores flexbox and grid. - **Inline styles:** Gmail strips stylesheets, so formatting is written on every tag. - **Hosted images:** Gmail doesn't show embedded images. The logo and QR must be published online. - **Social links as text:** icons are images and many clients block them until the recipient allows them. - **Phone numbers with prefix:** adding +34 makes the number work when tapped from any country. ## Legal disclaimer for your email signature (GDPR) A legal notice in your signature isn't mandatory, but many companies add one about confidentiality and data protection. This is the sample text you can insert with one click and adapt to your case: > This message and any attachments are intended solely for the addressee and may contain confidential information. If you have received it in error, please notify us and delete it. We process your data in accordance with Regulation (EU) 2016/679 (GDPR); you may exercise your rights of access, rectification and erasure by writing to the address of this email. ## Frequently asked questions ### How do I add a signature in Gmail? Create the signature here, choose "Images: Hosted" and click "Copy signature". In Gmail go to Settings → See all settings → General → Signature → Create new, paste with Ctrl+V and save changes at the bottom of the page. ### What should a professional email signature include? Your name, job title and company, a phone number, your website and, optionally, your logo and LinkedIn. A few well-ordered lines beat lots of details: a signature is read at a glance. ### Why don't the logo or QR show in Gmail? Gmail doesn't display images embedded in the email (base64). Use the "Images: Hosted" option and paste your logo's public URL; the QR is served automatically by an image service. ### What does the QR code in the signature do? With the contact card option, anyone who scans it with their phone camera can save your name, job title, phone numbers, email, website and address to their contacts in one tap. You can also make it open your website. ### Do you store my data? No. The signature is generated in your browser. What you type is only saved on this device so it's there when you come back. If you use the hosted QR, its data is sent to api.qrserver.com to draw the image. ### Does it work in Outlook? Yes. The signature is built with tables and inline styles, which is what classic desktop Outlook understands. It also works in new Outlook, Outlook on the web and Apple Mail. ### Do I need a legal notice in my signature? It isn't mandatory, but many companies add a confidentiality notice and a GDPR reference. There's a sample text you can adapt. ### Is it free? Yes. You can create and copy as many signatures as you like, with no sign-up and no watermark in your signature. ### Why does my signature arrive without the logo and with the text cut? Because the email was sent as plain text, which can't carry images and wraps lines at about 72 characters. Turn on HTML composing in your email program (in Roundcube: Preferences → Composing Messages → Compose HTML messages: always) and paste the signature again with the HTML editor. ## Official sources The calculations and text on this page are based on these official laws and publications (in Spanish). - [Reglamento (UE) 2016/679, General de Protección de Datos (EUR-Lex)](https://eur-lex.europa.eu/eli/reg/2016/679/oj) - [Ley Orgánica 3/2018, de Protección de Datos Personales y garantía de los derechos digitales (BOE)](https://www.boe.es/buscar/act.php?id=BOE-A-2018-16673) - [Ley 34/2002, de servicios de la sociedad de la información y de comercio electrónico (BOE)](https://www.boe.es/buscar/act.php?id=BOE-A-2002-13758) Last reviewed: October 21, 2026 ## Need a custom website or app? We're the team at Kyros Software. Tell us about your project and we'll get back to you, no strings attached. [Get in touch](https://utils.kyros-software.com/en/contact) ## More tools - [Net salary](https://utils.kyros-software.com/en/net-salary-calculator): From gross annual to net monthly pay, with IRPF and Social Security. - [VAT and income tax](https://utils.kyros-software.com/en/vat-income-tax-calculator): Add or remove VAT and work out invoices with IRPF withholding. - [Quotes](https://utils.kyros-software.com/en/quote-generator): Quotes with VAT, IRPF and validity, ready as PDF. - [QR codes](https://utils.kyros-software.com/en/qr-code-generator): QR codes for websites, wifi, WhatsApp and contacts that never expire.