Email signatures for your whole team from a spreadsheet

How it works

1. Add the list. Copy the cells in Excel, Google Sheets or Numbers, header row included, and paste them into the box. Or save the sheet as a CSV and upload it. The line under the box says which columns it read and which it left out.
2. Set the design once. Company, website, a link to the logo image, its width, the accent color, up to 3 company social links and an optional line of small print, such as the address. Every signature uses them.
3. Check each signature. They appear one under another, each with that person’s name, title, department, phone, mobile and email. An empty cell is left out of that person’s signature.
4. Copy or download each one. Copy signature copies the formatted signature, for Gmail’s and Outlook’s signature boxes. Copy HTML copies the code, for apps that take HTML. Download HTML saves a web page with only that person’s signature on it.

The columns it reads

The first row names the columns. Their order doesn’t matter, and other columns, such as a start date or an office, are left out and named under the box.

A row with neither a name nor an email is left out, and the line under the box counts those rows. Headers in German, Italian, Spanish, French and Japanese are read too, such as Vorname and Nachname, Cognome, Apellidos, Prénom, or 氏名 and 役職.

Without a header row, the tool reads a column of addresses with @ as the email, columns of numbers as the phone and then the mobile, and the other columns, in order, as the name, title and department. Add a header row when that guess is wrong. A spreadsheet file (.xlsx, .xls, .numbers, .ods) is refused: save it as a CSV, or copy the cells and paste them.

The company, website, logo, color, social links and small print are the same for everyone. A photo of each person isn’t possible here: the one image link is for all the signatures.

Getting each signature to its person

The tool makes the signatures. Each one still has to go into that person’s own Gmail or Outlook settings:

• You set up the accounts: press Copy signature and paste it straight into that person’s signature settings, with the steps below.
• By email: press Copy signature and paste it into an email to the person. They select it in the email they get, copy it, and paste it into their own settings.
• As a file: press Download HTML and attach the file to an email. They open it in a browser, select everything (Ctrl+A, or ⌘+A on a Mac), copy, and paste it into their settings.

We tested the copied signature and the file in Chrome’s engine and in Safari’s, pasting into a rich-text editor: the layout, the links and the logo came through. We haven’t pasted them into a Gmail or Microsoft 365 account, so send yourself a test first.

For 5 people that is 5 pastes, and a new logo or phone number means doing it again. Blink Email Signature, in development, rolls one design out 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.

Paste it into Gmail or Outlook

Gmail on a computer

1. Press Copy signature for the person, or open their HTML file, select everything and copy.
2. In Gmail, click Settings at the top right, then See all settings.
3. In the Signature section, paste into the signature box, and choose it as the default for new emails and replies.
4. Click Save Changes at the bottom of the page.

Google allows up to 10,000 characters in a signature. A signature from this 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. Press Copy signature.
2. Open Settings, then Accounts › Signatures.
3. Select Add signature, give it a name, and paste into the editing box.
4. Use the checkboxes to add it to new messages and to replies and forwards, then select Save.

Classic Outlook for Windows

1. Press Copy signature.
2. Open a new email and select Message › Signature › Signatures.
3. Choose the account under E-mail account, select New and name the signature.
4. Paste it under Edit signature, set New messages and Replies/forwards under Choose default signature, and select OK.

These steps are Google’s and Microsoft’s, from their help pages read on 6 November 2026. Microsoft notes that classic Outlook keeps these signatures on the computer where they were made. If the logo doesn’t show in a test email, see why a signature logo isn’t showing.

Privacy

The list you paste or upload is read in this browser tab and is never uploaded: the signatures are made in the page. The previews load the logo from the link you give, as an email app does. Close the tab and the list is gone; nothing is saved.

For one person’s signature, the Email Signature generator has the same design with a form instead of a list.

FAQ

Is this bulk signature generator free?

Yes. It is free with no sign-up, and the small “Made with Blink Brief” link under each signature switches off with the checkbox.

Can I use an Excel file?

Copy the cells, header row included, and paste them into the box, or save the sheet as a CSV and upload it. The tool doesn’t open .xlsx files.

How many people can I add?

The tool sets no limit, and every signature is made in your browser. We tested a list of 50.

Why are the social links words instead of icons?

Text links always show, while icon images are often blocked or shown as attachments until the reader allows images.

Sources

• Gmail Help: Create a Gmail signature: Settings, See all settings, Signature, Save Changes; up to 10,000 characters. Read on 6 November 2026.
• Microsoft: Create and add an email signature in Outlook: new Outlook, Outlook on the web and classic Outlook. Read on 6 November 2026.