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How do I make matching email signatures for everyone on my team?

Set the shared parts once: layout, accent colour, font, logo address, website and the company's social links. Then for each person change only four fields, name, title, phone and email, and copy or download their signature. You end up with signatures identical in look and different only in personal details, and each person pastes theirs into their own email program.

Published · 3 min read

Split the fields into shared and personal

Before you open the tool, write down in a note what must match for everyone, because that is what makes the set look like one brand:

  • Shared: layout (Arabic, English or both), the accent colour as a hex code such as #0f6b5f, the font, the logo address, the website, the shop's official social links, the company name and address.
  • Personal: name, job title, phone, a second phone if any, and email.

Keep that note. The tool does not keep what you type after the page is closed, so when a new hire joins later you will re-enter the shared parts from it, with exactly the same values.

The workflow for a team of several people

  1. Open the Email signature builder and fill in all the shared fields, choosing colour and font.
  2. Fill in the first person's details and check the preview.
  3. Press 'Download HTML file' and 'Download text file'. They save under fixed names, email-signature.html and email-signature.txt, so rename them straight away after the person, or they will get mixed up with the next person's files.
  4. Change only the four personal fields for the second person, download and rename their files, and so on.
  5. Send each person their files to paste into their email program, or sit with them and use 'Copy as rich text' directly.

How to be sure the signatures really match

We tried it with two English signatures in #0f6b5f, Tahoma and the website example.com: one for Sara Alotaibi, Sales Manager, the other for Omar Hassan, Customer Service, both at Al Waha. The first came out at 904 characters of code and the second at 905, and the whole difference is in the name, title and email. Structure, colours and spacing are identical to the character, because the tool builds every signature from the same fixed template.

So there is no need to review the design for every person. Review only the personal details: is the number right, is the email spelled correctly? The tool rejects an invalid email or a number that cannot be dialled, but it cannot know whether a number belongs to Omar or to Sara.

Limits worth knowing

  • The tool does not set signatures in staff accounts or in your company's email admin console. Each person pastes their own.
  • If you change the shop's colour or logo later, you rebuild and hand out every signature again.
  • If everyone uses the same logo address, replacing the image on the server at that same address changes it in every signature without redistributing anything.

Common questions

Can each person pick a different language?

Yes, but it partly breaks the uniform look. Better to give the whole team the same layout, or give everyone both an Arabic and an English version.

How many people can I make signatures for?

There is no limit. Each signature is built instantly in your browser; the work is just changing the personal fields and downloading the files.