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Guide · Office and email

How to make email signatures for multiple employees at once, from a spreadsheet

By Blink Brief · Updated  · How pages are made

Put each person's name, title, phone and email in one spreadsheet, paste it into a bulk signature generator, and you get one signature per person in the same design. The free Team Email Signatures tool does this in your browser. Each person then pastes theirs into Gmail (Settings › See all settings › Signature) or Outlook (Settings › Accounts › Signatures): both apps' signature settings take one person's signature at a time.

Short answer

  1. One row per person, with the columns Name, Title, Phone and Email (Department and Mobile if you use them).
  2. Paste the rows into a bulk generator and set the logo, color and website once.
  3. Send each person their signature, by email or as an HTML file.
  4. Each person pastes it into their own signature settings, or you do it in their account.

What to put in the spreadsheet

One row per person, and a header row that names the columns. Only what changes from person to person goes in the sheet:

  • Name, as one column or as First name and Last name.
  • Title, and Department if your signatures show it.
  • Phone and Mobile, typed the way they should appear, such as +1 555 010 0199.
  • Email.

The company name, website, logo and color are the same for everyone, so they are set once in the generator, not in each row. Leave a cell empty when a person has no mobile or no department: that line is left out of their signature. A list exported from your HR or payroll system works too, with its extra columns left out.

The logo has to be an image at a public https:// address, such as the logo on your website: email apps load it from that link each time the email is opened. A PNG or JPG is the safe choice.

Saved as a CSV, the list looks like this:

Name,Title,Department,Phone,Mobile,Email
    Alex Morgan,Head of Sales,Sales,+1 555 010 0199,,alex@northwind.example
    Priya Raman,Account Manager,Sales,+1 555 010 0142,+1 555 010 0177,priya@northwind.example
    Sam Lee,Office Manager,,+1 555 010 0100,,sam@northwind.example

Make one signature per person

In the free Team Email Signatures tool:

  1. Copy the cells in Excel or Google Sheets, header row included, and paste them into the box. Or upload the CSV. An .xlsx file isn't read: copy the cells or save as CSV first.
  2. Check the line under the box. It says how many people it found, which column it read as what, and which columns it left out.
  3. Type the company, the website and the logo's link once, and pick the accent color. Add the company's LinkedIn or other social pages if you want them.
  4. Look down the list of signatures. Each one has Copy signature, Copy HTML and Download HTML.

We ran it with a 6-person CSV and a 50-person list in Chrome's engine and Safari's: one signature per row, each copied as formatted text with a plain-text version beside it. The signatures are tables with inline styles, the format email apps show most reliably. The list isn't uploaded; the tool runs in the page.

Without a generator, the manual way is one signature typed in your own Gmail or Outlook, sent to everyone, and each person typing their own details over yours. It works for 3 people. With 20, someone's phone number ends up wrong.

Get each signature to its person

A signature has to end up in each person's own signature settings. Gmail and Outlook don't take it from you, so pick one of these:

  • You set up the accounts: copy the person's signature and paste it into their settings yourself.
  • By email: paste the signature into an email to the person. They select it in the email they get, copy it, and paste it into their settings.
  • As a file: attach the person's HTML file. They open it in a browser, select everything (Ctrl+A, or ⌘+A on a Mac), copy, and paste.

Paid services that import a list end the same way. SignatureForEmail's help page for bulk signatures says that after the signatures are sent, "every person or someone from IT has to install the received signature in their email client."

This is where the free route stops. Five people means five pastes, and every new logo, phone number or hire means another round of them. Blink Email Signature, in development, rolls one design out with each person's details to the whole team in Gmail and Outlook, so nobody pastes HTML into their settings, and you change it for everyone in one place. Planned price $15/month for 5 people: join the early list.

Each person adds theirs in Gmail or Outlook

These steps are from Google's and Microsoft's help pages, read on 6 November 2026. We haven't run them in a signed-in account, so send yourself a test email after the first one.

Gmail on a computer

  1. In Gmail, click Settings at the top right, then See all settings.
  2. In the Signature section, paste the signature into the box.
  3. Choose it as the default for new emails and for replies.
  4. Click Save Changes at the bottom of the page.

Google allows up to 10,000 characters. A signature from the free tool with a logo, a department, two phone numbers and three social links is about 3,000 characters of HTML.

New Outlook and Outlook on the web

  1. Open Settings, then Accounts › Signatures.
  2. Select Add signature, name it, and paste into the editing box.
  3. Tick the boxes for new messages and for replies and forwards, then select Save.

Classic Outlook for Windows

  1. Open a new email and select Message › Signature › Signatures.
  2. Pick the account under E-mail account, select New and name it.
  3. Paste under Edit signature, choose it for New messages and Replies/forwards, and select OK.

Microsoft notes that classic Outlook keeps these signatures on the computer where they were made, and that someone who uses both Outlook and Outlook on the web with a Microsoft account sets the signature up in both. When a signature vanishes from one Outlook, see Outlook roaming signatures; when the logo is missing, why a signature logo isn't showing.

Bulk signature services, and what they charge

An admin of Google Workspace or Microsoft 365 can also add a footer to everyone's mail, with limits that the team signature guide sets out. The services below import a list of people instead. Each is described from its own page, read on 6 November 2026.

Service How it takes the list Price, as its page states it
Blink Brief Team Email Signatures Pasted rows or a CSV, read in the browser; each person pastes their own Free
SignatureForEmail A semicolon-separated CSV or TXT file; "FullName and Email fields are required" Not on the help page; bulk photo upload is for its Pro and Business users
AdSigner "Importing a CSV file that contains all employees' data" Core Platform €8.00/mo, plus signature users by tier (1 free, 2 to 5 for €2.00); free trial
BulkSignature (Email Signature Management for Gmail) "Update user information in bulk by uploading CSV files"; for Google Workspace From $1.10 per user per month for 10 users; free trial

From each service's own pages, read on 6 November 2026. AdSigner's page doesn't say whether the tier price is per user.

More signature services, with their team prices, are in email signature tools compared.

Our product · in development

Blink Email Signature: one design with each person's name, title and phone, rolled out to the whole team in Gmail and Outlook, so nobody pastes HTML into their settings, and updated in one place. Planned price $15/month for 5 people.

Join the early list

Questions

Can I make email signatures in bulk for free?

Yes. Paste your list into the free Team Email Signatures tool and it makes one signature per person, with no sign-up. What stays manual is the last step: each signature has to be pasted into that person's Gmail or Outlook settings.

Can Gmail or Outlook import signatures from a CSV file?

Their help pages describe none. Google's and Microsoft's signature articles, read on 6 November 2026, have you type or paste a signature into the signature box, one account at a time. Importing a list is what the bulk tools on this page do.

Can each employee have their own photo in the signature?

Not in Blink Brief's free tool: it takes one image link, the company logo, for everyone. Each person can swap in their own photo after pasting, or you can make photo signatures one at a time in the Email Signature generator.

Sources

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