How to give your whole team the same email signature
Make your signature in esigna with your logo and company details, then choose Invite team and tick what each person fills in. Send the link to your team. Each person adds their own name, title and photo, with no account, and copies a matching signature into Gmail, Outlook or Apple Mail.
A demonstration. Alex Morgan copies a team link for the North & Co. signature. 3 people open it in turn: Sofia Reyes, Ravi Mehta, Emma Larsen. Each adds their own name, job title, email, phone and photo to the same design, by typing them or by pasting the signature they used before, and copies their signature. Each one then appears in Alex Morgan’s list of the team.
Gmail
Outlook
Apple Mail- 01Send one linkOn your design, choose Invite team and tick what each person fills in. You get one link to share.
- 02Each person adds their detailsThey type or paste their own name, title and photo. Nobody needs an account.
- 03Everyone copies a matching signatureEach one copies theirs into Gmail, Outlook or Apple Mail, and your list shows who has.
Make your team’s design
You do this once, from your own account. Everyone’s signature is drawn from it.
- Pick a template, or paste the signature your team uses now to fill one in.
- Add your logo and colours, and the company’s details: its name, website, address and social links.
- Fill in your own details too, so you can see how it looks. They stay yours.
- Save it to your account. Team links come with the Signature plan.
A signature made before templates can’t have a team link. Choose a template for it from the Design panel first.
Create the team link
You decide what each person fills in. Everything else stays as you made it.
- Open the signature and choose Invite team. It’s beside Share at the top of the editor, in the ⋯ menu as Invite your team, and as the people icon on the signature’s card in Your signatures.
- Tick what each person fills in. Their name is always their own, and to start with every detail the design shows is ticked except the company’s name, website, address and social links.
- Make any of them required, a photo for example, and the page asks for it before they copy.
- Choose Create team link.
What you leave unticked goes to everyone exactly as you typed it, like the company’s website or main phone number.
What’s shared and what’s each person’s
The link carries your design and the company’s details. Each person only ever adds their own.
- Shared, from your design
- Logo, colours and layout
- Company name
- Website and address
- Social links
- Anything else you leave unticked
- Each person’s own
- Name, always
- Job title
- Phone and mobile
- Photo
Your own name, details and photo stay in your account. People who open the link see only your design and the details you left unticked.
Send it to your team
Send it however your team talks: email, Slack, Teams or WhatsApp.
- Choose Copy link and paste it in a message.
- Or choose Copy an invite message for a short note with the link in it, or Email it to start a new email with that note.
Anyone with the link can add themselves, so send it only to your team. You can make a new link or turn it off at any time.
What each person does
It takes about two minutes, with nothing to sign up for or install.
- Open the link. The team’s design is there with Your Name where theirs will go.
- Type their details, or paste the signature they use now and their details fill in.
- Add their photo if the design has one.
- Choose Copy signature, then follow the steps shown for their email app: Gmail, Outlook, Apple Mail or the iPhone.
Their browser remembers them, and they can copy their own link to come back later, change their details or copy it again.
Keep track of your team
Choose Invite team again at any time to see where everyone is.
- Your list shows each person who copied their signature, and when.
- Change the design and the list marks who has an older version. Copy their own link from their row and send it to them, and they copy the new one.
- Remove someone who leaves. Their details and photo are deleted.
- Change what everyone fills in, make a new link so the old address stops working, or turn the link off.
Email apps keep the signature that was pasted into them, so a design change reaches each person when they copy it again.
What it costs
You pay once for your account, with no price per person.
- Team links come with the Signature plan, $9 once (launch price until October 31, then $19), with no subscription.
- There’s no price per person. One account saves up to 25 signatures, and each person on your team counts as one.
- The plan also copies the three Pro Templates and lets you paste as many signatures as you need.
More than 25 people, or want it installed for everyone at once? Tell us about your team from the pricing section, and we’ll write back.
FAQ
Team links
Do my teammates need an esigna account?
No. They open the link, add their details and copy their signature. Only you need an account, with the Signature plan.
Which email apps does it work with?
Gmail, Outlook, Apple Mail and the iPhone, on the web, on a computer and on a phone. After copying, each person sees the steps for their email app, and the setup guides cover every version of each.
What happens when I change the design?
Everyone’s link shows the new design straight away, with their details in it. Email apps keep the signature that was pasted into them, though, so your list marks who has an older version. Send them their own link and they copy it again.
How many people can join?
The Signature plan saves up to 25 signatures in one account, and each person on your team counts as one. Your own saved signatures count too.
Can someone change the logo or the colours?
No. The design is yours. Each person can only fill in the details you ticked, and their copy always uses your logo, colours and layout.
Can I see what my teammates typed?
Yes. Their details and photos are kept with your account. Your list shows each person’s name, title and email, and you can remove anyone at any time.
Is the Signature plan a subscription?
No. You pay once, and the plan stays with your account. It also copies the Pro Templates and lets you paste as many signatures as you need.
Can esigna install the signature for everyone in Google Workspace or Microsoft 365?
Not yet. Each person pastes their own, which takes about two minutes. If your team is bigger or you need it installed for everyone, tell us from the pricing section on the home page.
Help your team add it
Every version of each email app, on the web, on a computer and on a phone.