How to create email signatures for your whole company from an Excel spreadsheet
Instead of building dozens of email signatures one by one, create them all in minutes from one template and a spreadsheet, then roll them out with setup pages.
Even in a team of ten, building everyone's signature by hand takes hours: someone uses the old logo, someone writes their title differently, someone's phone number isn't clickable. This guide shows how to create every signature in your company at once with one shared template and a spreadsheet. The examples use mailimza, which is free.
1. Design the template once
Start by designing the signature everyone will use. You can pick a ready-made template or start from a blank canvas. Logo, text, lines and social icons are placed with drag and drop.
Wherever the content changes per person, you write a field:
{{FirstName}} {{LastName}}{{Title}}{{Phone}}{{Email}}
Each field is filled from the spreadsheet column with the same name. To make part of a line bold, wrap it in two asterisks: {{FirstName}} **{{LastName}}**.
2. Prepare the spreadsheet
The first row of the spreadsheet must contain column headers, and the headers must match the fields in your template:
| FirstName | LastName | Title | Phone | |
|---|---|---|---|---|
| Emma | Wilson | Co-founder | +1 555 010 0001 | emma@example.com |
| Daniel | Kim | Software Engineer | daniel@example.com |
A few tips:
- Enter phone numbers as text. If Excel treats a number as a number, a leading
+or0can disappear. Setting the cell format to "Text" fixes it. - Don't rename the columns. If a header doesn't match a field, that field stays empty; the app shows you which fields are missing.
- To start from a ready file, use Download sample / current list as .xlsx in the app — it creates a spreadsheet with your template's fields.
Excel (.xlsx) and CSV files both work, so you can also export your list from Google Sheets or your HR system.
3. Handle missing details
In the example, Daniel has no phone number. If you turn on Hide if this column is empty: Phone and Move items below up when hidden for the phone line, that line disappears completely from Daniel's signature and the email line moves up. No signature ends up with an awkward gap.
The same works for personal social icons: if the LinkedIn icon takes its link from a {{LinkedIn}} column, the icon doesn't appear for employees without a profile.
4. Personal photos (optional)
To include employee photos, add a dynamic image to the template, add a Photo column to the spreadsheet with file names (e.g. emma.jpg) and upload the photos in bulk. The app matches each photo by file name.
5. Preview, download and distribute
On the Preview & download screen, everyone's signature is ready. From there you can:
- Copy signature to paste a single signature straight into an email client,
- download a Setup page — a file for the employee with their signature and step-by-step installation instructions,
- Download all as ZIP to get everyone's setup page, HTML and PNG signature in one package.
Gmail and Outlook on the web need signature images to be hosted online. Enter the address where you'll upload them (e.g. https://yourcompany.com/signature) in the Image URL field, then upload the images folder from the ZIP to that address.
6. Employees install their own signature
Send each employee their setup page from the ZIP. They open the file, click Copy signature and follow the steps for Gmail, Outlook or Apple Mail on the page. For details, see the Gmail and Outlook guides.
Where does your data go?
mailimza runs entirely in your browser: your spreadsheet, employee details and images are never uploaded to a server. Your templates stay only in your browser for your next visit.
Curious what makes a good signature? Read our professional email signature best practices.