Free for office managers, founders and small teams
One email signature template for the whole team
Signature Desk is a free email signature generator by Przemysław Zalewski, an independent engineer. Set the company template once, add up to 10 people and paste into Gmail, Outlook or Apple Mail.
Opened from a team link: the company template is set. Fill in your details below.
2. People
Up to 10 people at a time. Paste rows from a spreadsheet (name, job title, phone, mobile, email) or add them one by one.
Paste from a spreadsheet
3. Signatures
Copied. For more than 10 people, or so nobody has to paste it, I set signatures centrally in Google Workspace or Microsoft 365. Central signatures → · Price and start date →Link for the team
Send this link to your team: it opens the generator with the company template already set, so each person fills in only their own details. The template travels in the link itself; nothing is stored on the server.
How to install it
Gmail
Settings (gear) → See all settings → General → Signature → Create new. Paste with Ctrl+V or Cmd+V, then Save changes at the bottom.
Outlook on the web and new Outlook
Settings → Account → Signatures → New signature. Paste, set it as default for new messages and replies, Save.
Outlook classic (Windows)
File → Options → Mail → Signatures → New. Paste. If formatting breaks, download the .htm file and put it in %APPDATA%\Microsoft\Signatures.
Apple Mail
Mail → Settings → Signatures → +. Untick "Always match my default message font", then paste.
Why it works where others break
Built like an email, not a web page
An HTML email signature built from tables with inline styles, no CSS classes and no embedded images: the way Outlook on Windows (which renders with Word) and Gmail expect.
The legal footer is not forgotten
Company type picks the data that business emails usually have to carry: for a Polish sp. z o.o. the registry court, KRS, NIP and share capital (art. 206 KSH); for a UK company the number, place of registration and registered office.
Same for everyone
One signature template, many people, and a team link so new people make theirs the same way.
Legal footer: what a Polish or UK company must include
A Polish sp. z o.o. must show in business emails its name, registered office and address, registry court and KRS number, NIP and share capital (art. 206 KSH); an S.A. also the paid-up capital if not fully paid (art. 374 KSH). A UK limited company shows its registered name, company number, place of registration and registered office address.
Your data stays in your browser
- The template and the people are kept in this tab only. Nothing is uploaded; the team link carries only the company template, after the # sign, which browsers do not send to servers.
- Analytics records only counts (how many people, which layout), never names or addresses.
More people, or signatures set centrally for every mailbox?
For a whole company the signature should not depend on people pasting it. I set it up centrally: Google Workspace (Gmail API) or Microsoft 365 (transport rules or Outlook add-in), with every person’s details from your directory, updated in one place. Tell me the size and the system.
I reply within 2 working days. Price and start date →
Questions
Is it really free?
Yes, for up to 10 people at a time, with no sign-up and no watermark. Central deployment to every mailbox is the paid step.
Why do I need a logo URL instead of uploading a file?
Gmail and Outlook on the web strip images embedded in a signature, and Outlook sends them as attachments, so a logo loaded from the web is the reliable option. Use the logo already on your website.
Is the legal footer legal advice?
No. It lists the data the law names for the company type (art. 206 KSH for a Polish sp. z o.o., art. 374 KSH for S.A., the UK Companies (Trading Disclosures) Regulations); check with your lawyer.
How do I add the signature in Gmail?
Copy the signature, then in Gmail open Settings (gear) → See all settings → General → Signature → Create new. Paste with Ctrl+V or Cmd+V, then Save changes at the bottom.
How do I add the signature in Outlook?
In Outlook on the web and the new Outlook: Settings → Account → Signatures → New signature, paste, set it as default and Save. In classic Outlook for Windows: File → Options → Mail → Signatures → New, paste; if formatting breaks, download the .htm file and put it in %APPDATA%\Microsoft\Signatures.
How is this different from CodeTwo, Exclaimer or a one-person generator?
CodeTwo and Exclaimer add the signature on the server for every email, which is what larger teams need, and they are paid. One-person generators (HubSpot, MySignature and others) make one signature at a time. This makes the same signature template for up to 10 people, with a Polish or UK legal footer, free and without sign-up. When you need the server side, use the form above.
Who built it?
Przemysław Zalewski, an independent engineer working on email: templates that survive Outlook, SPF, DKIM, DMARC and BIMI. Check your domain with the free SPF, DKIM and DMARC checker and BIMI checker, and a mailing list before a campaign with List Desk.
