How to give your whole company the same email signature

Below is the template I would start from, plus a sheet trick that makes a signature for each person in seconds. You do not need to buy anything to do this.

Keep it short. People read it on a phone, under a long thread.

Put in:

• Full name
• Job title
• Company name
• One phone number
• Website
• Logo, small

Maybe put in:

• A LinkedIn link
• One line for a live campaign, with an end date

Leave out:

• Quotes and slogans
• A row of 6 social icons
• A photo per person, unless everyone has a good one
• Your logo as the whole signature in one image. People cannot tap the phone number, and it is gone when images are blocked.

Use a table, not fancy layout code. Email apps handle tables best. Set the logo size in width and height on the image itself, because some email apps can ignore sizes set in style code.

<table cellpadding="0" cellspacing="0" border="0" style="font-family:Arial,sans-serif;color:#222222;">
  <tr>
    <td style="padding-right:14px;vertical-align:top;">
      <img src="https://www.YOURSITE.com/email/logo.png" width="110" height="36" alt="YOUR COMPANY" style="display:block;border:0;">
    </td>
    <td style="font-size:13px;line-height:19px;vertical-align:top;">
      <strong style="font-size:14px;">{{NAME}}</strong><br>
      {{ROLE}}, YOUR COMPANY<br>
      <a href="tel:{{PHONELINK}}" style="color:#222222;text-decoration:none;">{{PHONE}}</a><br>
      <a href="https://www.YOURSITE.com" style="color:#222222;">www.YOURSITE.com</a>
    </td>
  </tr>
</table>

Four rules for the logo:

1. Make the image file twice the size it shows at. For the template above, that is 220 x 72 pixels. It stays sharp on good screens.
2. Save it as a PNG. Keep the file small.
3. Host it on your own website. Do not use Google Drive. Google says Drive images cannot be used in a Workspace footer.
4. Check it on a dark background. If a dark logo vanishes in dark mode, add a light box behind it in the file.

Use Arial or another font that every computer has. A custom brand font will not load for most people who get your mail.

Here is the part most guides skip. You can build the whole team's signatures in Google Sheets.

1. Put headers in row 1: Name, Role, Phone.
2. Add one person per row, from row 2 down.
3. Copy this one-line version of the template into cell F1. Change the logo, company and website in it.

<table cellpadding="0" cellspacing="0" border="0" style="font-family:Arial,sans-serif;color:#222222;"><tr><td style="padding-right:14px;vertical-align:top;"><img src="https://www.YOURSITE.com/email/logo.png" width="110" height="36" alt="YOUR COMPANY" style="display:block;border:0;"></td><td style="font-size:13px;line-height:19px;vertical-align:top;"><strong style="font-size:14px;">{{NAME}}</strong><br>{{ROLE}}, YOUR COMPANY<br><a href="tel:{{PHONELINK}}" style="color:#222222;text-decoration:none;">{{PHONE}}</a><br><a href="https://www.YOURSITE.com" style="color:#222222;">www.YOURSITE.com</a></td></tr></table>

4. In cell D2, paste this formula:

=SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE($F$1,"{{NAME}}",A2),"{{ROLE}}",B2),"{{PHONELINK}}",SUBSTITUTE(C2," ","")),"{{PHONE}}",C2)

5. Drag the cell down for every row.

Now column D has a finished signature for each person. Save each one as a small .html file and open it in a browser. That is what each person copies from. If a name or role has an & in it, write it as &.

What I checked: I ran this formula logic and the code through a script, and the code parses clean. I have not tried it inside Google Sheets, Gmail, Outlook or Apple Mail. So test it on yourself before you send it to the team.

Why the browser? Gmail and Outlook do not take raw code in their signature box. You need to paste the finished look, not the code.

Send this to your team. Change the link.

Hi all, here is our new email signature. It takes 2 minutes.

1. Open your file: [LINK]
2. Press Ctrl+A or Cmd+A, then copy.
3. Gmail: Settings, See all settings, General, Signature. Paste it.
   Outlook: Settings, Accounts, Signatures. Paste it.
4. Save. Send a test mail to yourself.

If something looks wrong, reply to me with a screenshot.
Please switch by Friday.

Menu names change now and then, so tell people to look for the word Signature.

Gmail allows up to 10,000 characters in a signature, and an image counts toward that limit too. A linked logo keeps you far under it.

Yes, with some limits. Here is the honest picture.

My view: under 30 people, the paste method is fine, with a named owner. On Microsoft 365 with clean staff data, the mail flow rule is strong. Above that, look at a signature tool.

With a mail flow rule, test before you switch it on. Microsoft lets you run a rule in test mode and log the results. With a Gmail footer, Google says to send a test to an address outside your domain.

Test on Gmail, Outlook and Apple Mail, on a phone too, before you send it to the team. The fixes above are common advice, so check them on your own setup.

The launch is easy. Month 6 is the hard part. A new hire copies an old signature. Someone changes a job title. Your logo gets a tweak, and now you have to tell everyone again.

So give the job to one person. Add the install step to your new hire list. Check 5 random emails each quarter.

If you do not want to run that sheet forever, this is one thing Brand OS Portal does. It has a Signature Builder made for your brand: your brand in every email, for every person. It sits next to Logo Studio, Social Studio and LinkedIn banners, so the same place handles the rest of your brand too.

I have built 250+ brands in 8 years. Small things like this are where a brand starts to slip. Leah Marsden, CMO at MTG, called me "a brand magician." Read the MTG case study.

One fixed price to build it. A small monthly Care fee keeps it running. Or try real Brand OS Portal tools now, no email needed.

What size should an email signature be? Keep the whole thing under 600 pixels wide. Show the logo at about 100 to 150 pixels wide, and use a file twice that size. Exclaimer calls 600 pixels a practical convention, not a spec. These are starting points, so test yours.

Can I force everyone to use the same signature? In Microsoft 365, a mail flow rule adds it on the server. In Google Workspace, Append footer adds shared text for a whole group. For personal details in Gmail, you will likely need a signature tool.

Should I use an image for the whole signature? No. Phone numbers and links stop working, and it disappears when images are blocked. Use real text and a small logo.

Do people see a server-side signature while they write? Do not count on it. A mail flow rule works on the server, after the person presses send. So send a test mail and look at what arrives.

Can I put my brand font in it? You can try, but most people will see a backup font. Pick a safe font like Arial so it looks the same everywhere.

By Vedran Obradović, Founder & Branding Specialist at Vizura Studio® in Zagreb. 250+ brands in 8 years. Updated 1 November 2026. Checked 1 November 2026. Menus and limits change, so check the help page for your plan.

• Google Workspace: add a standard footer
• Gmail: create a signature
• Microsoft: organization-wide signatures