Email signatures: build a signature, brand kit, advanced HTML
Build a designed email signature step by step, set your business's logo, colors and font in the brand kit, give a mailbox a team signature, or write your own HTML.
Your signature goes at the end of every email you send. You can keep it as plain lines of text, pick a designed layout with your logo and colors, or write your own HTML. Each mailbox you send from has its own.
Open Settings → Inbox & email and find Signatures. Each mailbox shows what people see now.
Build a signature
- Next to a mailbox, click Make my own (or Edit my signature).
- Pick a look. Each layout is shown with your own details: Logo left, Stacked, Banner, Minimal, or Simple for plain text.
- Your details. Tick the lines to show and drag them into the order you want: name, job title, company, phone, email, address, website, social links and a Book a call button. Leave a box blank and it fills in from your profile, your organization and the brand kit.
- Check the Preview on the right. Switch between Desktop, Phone and Dark mode to see it the way people will.
- Click Send me a test to get a short sample email at your own address.
- Click Save my signature.
If you don't make your own, you send with the mailbox's team signature. To go back to it, click Use the mailbox's signature.
Checks
Under the preview, Worth a look lists anything that might go wrong in some mail apps: an image that is too large, a lot of links, text that is hard to read on white or on a dark background, or a missing plain-text version. Each one says how to fix it. When everything is fine you'll see Looks good.
The plain-text version
Some mail apps and notifications only show text. Your signature always has a plain-text version, made automatically from your design. To write it yourself, choose Write my own under Plain-text version.
The brand kit
Owners and admins set the look every designed signature uses under Settings → Inbox & email → Brand kit:
- Logo and images: upload a PNG, JPEG, GIF or WebP up to 5 MB. We resize it for email and host it, so it shows in every mail app. Each image shows the size it appears at. Pick one with Use as logo.
- Colors: the accent (divider lines and the button), text, links and secondary lines. A color that is hard to read on white is flagged.
- Font: one of the fonts every mail app has, so the signature looks the same everywhere.
- Website and Address: what
{org.website}and{org.address}fill in.
Changing the brand kit changes every designed signature in your organization.
Fill from my website
Enter your website and click Read my website. We suggest a logo, colors and a font from the page and show them next to what you have now. Untick anything you don't want, choose a logo, then click Apply, or Discard to leave the brand kit as it is.
A team signature for a mailbox
Admins can give each mailbox a team signature that everyone sending from it uses. Next to the mailbox, click Edit the team signature, or build one as your own and click Use as the team default.
Variables fill in for each person who sends: {user.name}, {user.firstName}, {user.title}, {user.phone}, {user.email}, {org.name}, {org.website}, {org.address}, {mailbox.address} and {booking.link}. Anyone can still make their own signature on top of it.
Advanced: edit as HTML
If you know HTML, click Edit as HTML. It opens the layout you picked as code, with your details turned back into variables so it works for everyone. Or click Paste your own and paste a signature from another tool.
- Images must be hosted in your brand kit. An image from another site is listed under Images hosted somewhere else. An admin can click Re-upload to copy it into the brand kit, and the address in your HTML is swapped for you.
- Variables work in HTML too, and click a variable above the editor to add it.
- Clicking Simple controls replaces your HTML with a layout. You'll be asked first.
In the composer
When you write an email, your signature shows as one line under the message. If it's a designed signature, the design shows under that line as people will see it. If you change the signature text for one email, that email goes out with the plain text instead.
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