Build a signature
The code
HTML
Plain text
One signature per inbox BULK
Paste your inbox list with a header row. Every row gets a signature in the type and style chosen above; any column you leave out falls back to what is in the form. Recognised columns: email, first_name, last_name, name, title, company, phone, website, address, linkedin.
Rooster4am builds verified B2B lead lists and cleans the ones you already have, so the sends these signatures go on reach real people.
See Rooster4am lead dataClean a listRooster4am is my own agency.How it works
Pick the platform, then the job
The platform sets how the signature is delivered: rich text for Gmail, Outlook and Apple Mail, a file for classic Outlook or Thunderbird, a rule for Microsoft 365 and Exchange, raw HTML for sending tools. Professional, cold email, reply, corporate or booking link. The type decides which fields appear and whether the output is a styled table or plain lines.
Choose a template, fill it in
Nine designed templates, from a classic photo-left layout to a monogram that needs no image. The preview redraws as you switch, so you compare them on your own details. Basic mode asks for six fields; Advanced adds typeface, image shape, every social link, the raw code and the bulk builder. Empty fields are left out, not rendered as gaps. Social handles become full links, a bare domain becomes a proper URL, and an image has to be a hosted https file.
Read the weight panel
Links, images, bytes and lines are counted on the actual output, then judged against the type: a cold signature is held to a much tighter budget than a professional one.
Copy in the right format
The main button copies in the form your platform takes: rich text for Gmail, Outlook and Apple Mail, HTML for Thunderbird, Exchange rules and sending tools. Plain text is always there, and the download row gives PNG, PDF, HTML and TXT.
How a server-side signature works
In the Exchange admin center a mail flow rule with the action "Apply a disclaimer" appends a block of HTML to messages as they leave. Tokens wrapped in double percent signs are replaced with the sender's directory attributes, so one rule produces a personal signature for every mailbox. Nothing is installed on any device, it covers phones and webmail, and nobody can forget or edit it. With the platform set to Microsoft 365 or Exchange Server, this tool swaps what you type for those tokens and shows a preview using your real details.
The limits you should know before choosing it
The disclaimer text is capped at 5,000 characters including tags and inline CSS, which rules out heavy designs; the counter here is measured against that. The rule adds the block at the very bottom of the message, under the quoted thread on replies, and the sender never sees it while writing. It cannot pull a different photo per person, so use a company logo. Without an exception the rule signs every reply again, stacking signatures down a thread: the generated command adds an exception that looks for a phrase unique to your signature. Signed or encrypted messages cannot be modified, so set the fallback action to Wrap.
Creating the rule
Exchange admin center, Mail flow, Rules, Add a rule, Apply disclaimers. Scope it to senders inside the organisation and recipients outside it, paste the HTML, choose Wrap as the fallback and add the exception. Run it in test mode first and send yourself a new message, a reply and a forward. Or press Copy PowerShell and run the New-TransportRule command in Exchange Online PowerShell, or in the Exchange Management Shell for Exchange Server 2016 and 2019, where the same syntax applies.
When to use Outlook signatures instead
If people need to see the signature as they write, want it under their reply rather than under the thread, or need a personal photo, give each user a client-side signature with the Outlook signature generator. Many companies run both: a personal signature in Outlook and a rule that adds only the legal footer.
This page is the free email signature generator with one platform preselected. Every platform, type and template is still in the dropdowns.
Frequently asked questions
What is the character limit for a Microsoft 365 disclaimer?
5,000 characters, including HTML tags and inline CSS. The tool counts it live and tells you what to cut.
Which fields can the rule fill in?
Any sender directory attribute, including %%DisplayName%%, %%FirstName%%, %%Title%%, %%Department%%, %%Company%%, %%Phone%%, %%MobilePhone%%, %%WindowsEmailAddress%% and the street address fields.
Why does the signature appear at the bottom of the whole thread?
Mail flow rules append to the end of the message body. They cannot insert above quoted text. Use client-side Outlook signatures if placement matters.
How do I stop the rule signing every reply?
Add an exception for messages whose subject or body already contains a phrase unique to the signature. The generated PowerShell includes it.
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When the tools tell you something is wrong
The diagnostics here are free and always will be. When the fix is bigger than a DNS record, this is the work I do.
Deliverability rescue
Mail landing in spam, replies gone quiet, or a domain suddenly blocked. I find the actual cause rather than guessing, and fix it.
- Authentication and alignment failures
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- A written report on what broke and why
Email & sending infrastructure
Sending domains, inboxes, authentication and warmup, built to survive volume instead of burning down in a month.
- Domain and inbox fleets at any scale
- SPF, DKIM, DMARC and tracking domains
- Google Workspace and Microsoft 365 inboxes
- Handover documentation you actually own
Domain, DNS & migration
Changing registrar, mail provider or host without a day of downtime or a week of mail silently failing.
- Registrar and nameserver moves
- Workspace and Microsoft 365 migrations
- MX, SSL and subdomain cutover
- Staged rollout with rollback at every step
Monitoring & retainer
Infrastructure drifts. Records get edited, certificates expire, domains get listed. Ongoing eyes on the fleet.
- Scheduled checks across every domain
- Alerts before your clients notice
- Monthly reporting
- Priority response when something breaks
Start with a call
Bring a domain and the symptom. I will tell you what is actually wrong and whether you need me at all — plenty of people leave that call able to fix it themselves.
Thirty minutes, no pitch
We will run the checks together on your actual domains, and you will leave knowing what is broken, what it takes to fix, and what it should cost. If that is a job you can do in-house, I will say so.