An email signature from your card

How to make one, what a company can add to everybody's, and the two limits worth knowing before you paste.

Making one

Publish your card, then use **Email signature** on it. Choose a layout, press Copy, and paste it into your mail client's signature setting.

It is built from the card, so the name, role, contact details and the link to your card are whatever the card says at the moment you copy it.

Pasting makes a copy

This is the part worth being clear about, because most tools in this area are not. **A pasted signature does not update when your card changes.** What your mail client sends is what you pasted.

Your photograph and your company logo are the exception: those are linked rather than copied, so replacing them updates every signature already sent. Everything made of words does not.

So when you change your job title, paste it again. That is one action, and it is a smaller cost than believing something updated when it did not.

The Gmail limit

Gmail keeps only the first 10,000 characters of a signature, counted as HTML rather than as visible text. The screen shows how many you are using before you copy, which is not something you will find elsewhere — the usual experience is a signature that arrives cut in half.

The reason pictures are linked rather than embedded is the same limit: a single embedded logo can be more characters than the whole allowance.

What a company can add

Under Team, an owner or admin can set a **legal footer** that appears on everybody's, and add **banners** — a picture and a link under the signature.

A banner can be aimed at one team, and given a start and an end date. A banner aimed at a team beats one aimed at everybody. Where several still apply, one is chosen per person and stays chosen.

That last part is a real limit rather than a design choice: a pasted signature does not change between emails, so a rotation spreads banners across people rather than across messages. Tools that rotate per email do it by rewriting mail as it is sent, which is a different thing from what this is.

Give every banner a line of text for when the picture is blocked. Most mail clients block images by default, and a banner without it leaves an empty space where a sentence could have been.

Why it looks plain

Because desktop Outlook draws email with Word rather than with a browser. Rounded corners, background images, modern layout and web fonts all silently do nothing there, so a signature that relies on them is broken for a large share of the people receiving it and looks fine to whoever made it.

There are also no background colours anywhere, deliberately. Several mail clients invert colours in dark mode and nothing can stop them; text on no background is the only thing that survives both.