Email Signatures in Levitate
Setting up your signature for the first time
Click on your name in the upper right corner and click on 'Settings'. Then you will click on the section for 'Email Signature' and 'Add New Signature'.
If you already have a signature you are using with your regular email, that's cool too. We have a robot you can email, and the robot will automatically generate the signature for you.
To do that, simply click on the Add New Signature link and a new pop up will show up:
That blue link is the Levitate Robot's email. Click it and you've copied it. Now open up Outlook and send a New Email. Paste in the email address you just copied (those random letters again), and just make sure your message is your email signature alone. Send!
We will then generate the signature for you for future use.
Have a signature with images or special formatting? Reach out to our Support team to assist in getting your signature set up.
Adding more signatures
Click the Email Signatures tab from within your user settings. You'll choose 'Add New Signature.' From there, you can add more signatures to use when sending.
You can also set up another signature using the steps for setting up your initial signature— but each time, the 'Default' signature will be updated when created through the Levitate robot signature.
Selecting a signature when sending out an email
When previewing content, you will see which signature is currently associated with the send.
When you click the 'Edit' button, you will see a dropdown menu at the bottom of the content that will let you select another signature.
When you choose Preview, you are able to see a preview of the email you and sending with your signature attached to it.
What about signatures on HTML sends?
If you need to update or change the signature used on your HTML sends, reach out directly to Support at support@levitateapp.com— they can get it updated on their end.
With newsletters, there is a required signature field for CAN-SPAM compliance that is unable to be edited or removed.
Troubleshooting
Signature image appears duplicated in Apple Mail
If recipients viewing your email in Apple Mail (on iPhone, iPad, or Mac) see the signature image displayed twice — once inline and once as an attachment — this is caused by how Levitate embeds signature images by default. By default, images in your signature are embedded as email attachments so that recipients are not prompted to download them in Outlook and other clients. This embedding method can cause some Apple Mail versions to render the image a second time.
If your recipients report this issue, contact our Support team at support@levitateapp.com and ask them to enable the option to serve your signature image as a linked image rather than an embedded attachment. This resolves the duplication in Apple Mail while keeping your signature visible to all recipients.
Note: The signature will still display correctly in all major email clients after this change. Recipients who block external images may need to allow images to see your signature.
Signature image not showing in a test email
If you send a test email and your signature image does not appear, there are a few common causes to check before contacting Support.
First, consider where you are viewing the test email. Some email clients and mobile mail apps block remote images by default and display a placeholder or nothing at all until you click "Load images" or "Display images." Open the same test email in Gmail or Outlook on the web, allow images if prompted, and confirm whether the image appears there. If it displays correctly in a standard web-based email client, the issue is with your email client's image-blocking setting rather than with Levitate.
Second, confirm the image format. When adding an image to your signature, Levitate accepts PNG, JPG/JPEG, GIF, and BMP files. Other formats (such as SVG or WEBP) are not supported in the signature editor and will not display. If your image is in an unsupported format, convert it to PNG or JPG and re-insert it.
If the image still does not appear after checking the above, reach out to our Support team at support@levitateapp.com for further assistance.
Signature image not appearing in mass email campaigns
If your signature image shows up correctly in individual emails but does not appear when you send a mass email campaign, the most likely cause is that the recipient's email client is blocking images. Many email applications block external and embedded images by default until the reader clicks a "Load images" or "Display images" prompt. Levitate applies your selected signature to campaign emails the same way it does for individual sends — the image display depends on the recipient's email client settings.
Ask the affected recipient to click the image-loading prompt at the top of the email. If the issue affects most recipients or the signature image is missing even after images are loaded, contact our Support team at support@levitateapp.com. Support can review how your signature image is configured and adjust the delivery method for your account if needed.
Logo image not appearing in signature after adding it
If you added a logo to your email signature but it does not display when you send emails, there are a few common causes to check.
First, confirm the image format. Levitate's signature editor accepts PNG, JPG/JPEG, GIF, and BMP files. Formats such as SVG and WEBP are not supported and will not render in the signature. If your logo is in an unsupported format, convert it to PNG or JPG before uploading it to the signature editor.
Second, make sure you saved the signature after adding the logo. If you closed the editor without saving, the change may not have been applied. Go back to your signature settings, confirm the logo appears in the editor preview, and re-save if needed.
Third, note that some email clients block external and embedded images by default. If the logo appears correctly in the signature editor and in test emails viewed in a web-based client such as Gmail or Outlook on the web, but not in a specific app or device, the recipient's image-blocking settings are the likely cause. Ask those recipients to click "Load images" or "Display images" at the top of the email.
If the logo still does not appear after checking the above, contact our Support team at support@levitateapp.com for further assistance.
FAQs
Q: Why does my signature look fine in Chrome but duplicated in the Apple Mail app?
A: Levitate embeds signature images as email attachments by default to ensure broad compatibility across email clients. Apple Mail sometimes renders embedded image attachments a second time alongside the inline version, resulting in a duplicate appearance. This only affects Apple Mail — other email clients and web browsers display the signature as intended. Contact Support at support@levitateapp.com to have this adjusted for your account.
Q: Can I include a link to an external form — such as a DocuSign document, a Jotform, or another e-signature tool — in my email?
A: Yes, but this is not a signature feature — it is a link in the email body. Simply compose your email, select the text or button you want to make clickable, and use the Insert menu to add a Hyperlink. Paste in the URL of your form or document and save. The link will be included in the email when it sends. For step-by-step instructions on inserting links, see the Inserting Links, Images, and More to a Campaign article.
Q: What happens if I send an email "from the owner of the recipient" and that owner has no signature set up in Levitate?
A: If a contact owner has not set up a signature in Levitate, emails sent on their behalf will go out without a signature. No placeholder or fallback text is inserted — the email body ends where your content ends. To avoid this, make sure every user who may appear as a contact owner has at least one signature configured in their personal settings. If you need help setting up a signature for a team member, contact our Support team at support@levitateapp.com.
Q: Can I change the background color of my email signature?
A: The signature editor in Levitate does not include a background color setting — signatures are composed as rich text and inherit the email background. If you need a specific background color applied to your signature styling (for example, a colored banner or branded block), contact our Support team at support@levitateapp.com and describe the styling you need. Support can assist with signature formatting that goes beyond what the self-serve editor provides.
Q: How do I update the physical address that appears in the CAN-SPAM footer of my HTML newsletter emails?
A: The physical address shown in the CAN-SPAM-required footer of your HTML newsletters is set at the account level and is not editable directly within the newsletter editor or your signature settings. If your business address has changed and you need the footer updated, contact Levitate Support at support@levitateapp.com and a member of the team will update it for you. For more information on how the HTML newsletter footer works, see the HTML Newsletters article.
Q: Can I pause an in-progress email campaign to change the signature or sending email address, then resume it?
A: No — Levitate does not support pausing a campaign mid-send to change the signature or sending email address. Once a campaign is underway, the signature and sender settings are locked in for that send. If you need to use a different signature or email address, you will need to end the current campaign and create a new one with the updated settings. To end a running campaign, open it from your Emails section and use the end/cancel option. For help with campaign settings, see the Email Campaigns article or contact our Support team at support@levitateapp.com.
Q: How can I verify whether a specific user in my account has an email signature configured in Levitate?
A: If you are an account admin, you can check another user's signature by going to your Settings and opening the Manage Users section. Find the user in the list and click the option to edit their signature. If no signatures have been set up for that user, the signature list will be empty. You can also add or edit a signature for them from the same screen. If you do not see a signature management option for a user or need further help, contact our Support team at support@levitateapp.com.
Q: Why is a second, duplicate signature appearing on an email sent from Levitate?
A: There are two common causes for a duplicate signature appearing on a Levitate email.
First, if the recipient forwarded the email to another person, some email clients automatically append the forwarder's own email signature when the message is re-sent. In that case, the second signature belongs to the person who forwarded the email — not to Levitate or the original sender. This is expected behavior outside of Levitate's control.
Second, if the duplicate is visible to the original recipient (not a forwarded copy), it may be caused by how Levitate embeds signature images. By default, images in your signature are embedded as email attachments for compatibility with Outlook and other clients, and certain email clients may render the image a second time as a result. If this is the cause, contact our Support team at support@levitateapp.com and ask them to enable the option to serve your signature image as a linked image rather than an embedded attachment.
Q: Unwanted text — such as "Please add the signature below to Levitate" — is appearing at the bottom of all my emails. How do I remove it?
A: This typically happens when setup instructions are accidentally pasted into your signature content instead of just the signature itself. To fix it, go to your Settings, open the Email Signature section, and edit the affected signature. Delete any instructional text that does not belong in the signature body — such as lines beginning with "Please add the signature below" — and save. If you used the Levitate robot email method to generate your signature, the robot captures everything in the email body, so any instructions that were in that email may have been imported as part of the signature content. If you are unsure which signature is causing the issue or need help editing it, contact our Support team at support@levitateapp.com.
Q: How do I remove extra blank lines or whitespace from my email signature?
A: Extra blank lines in a signature are usually caused by empty paragraph tags or line breaks that were inserted when the signature was created or pasted in. To remove them, go to your Settings, open the Email Signature section, and edit the affected signature. Click at the start of the first blank line you want to remove, then use the Backspace key to delete it — or select the blank area and press Delete. If you are pasting a signature from another email client, paste it as plain text first and then reformat it, which prevents extra spacing from being carried over. If the blank lines persist and you are unable to remove them through the editor, contact our Support team at support@levitateapp.com for assistance cleaning up the signature HTML.
Q: Can I include an unsubscribe link or email preferences link in my Levitate email signature?
A: Levitate automatically appends opt-out language to your email signature on emails sent to five or more recipients — you do not need to add this manually. The default text asks recipients to reply if they no longer want to receive emails, and Levitate will detect that reply and mark the contact as unsubscribed. You can customize this opt-out text in Settings under the Email Signature section.
If you would prefer a clickable unsubscribe link instead of reply-based opt-out text, go to Settings, open the Email Signature section, and replace the default opt-out text with {{unsubscribe link}}. Levitate will convert it to a clickable "click here" unsubscribe link when the email sends. For more information on how the unsubscribe link works, see the Unsubscribe Email Recipients article.
Note: Levitate does not currently support a dedicated "email preferences" link that lets recipients manage their subscription preferences — the available options are the automatic reply-based opt-out text or the {{unsubscribe link}} merge tag.
Q: My signature image shows up in individual emails but not in my mass email campaigns — why?
A: Levitate attaches your selected signature to campaign emails using the same process it uses for individual sends. If the image appears in one-off emails but not in campaigns, check whether the recipients reporting the missing image are blocking images in their email client. Most email applications can be set to block all external images by default, and the same image that loads in one context may be blocked in another depending on the client and how the message was received. Ask those recipients to click the "Load images" or "Display images" option at the top of the email. If the image is still not appearing after images are loaded, contact our Support team at support@levitateapp.com and describe which email client the recipients are using — Support can review your signature configuration and adjust the delivery method for your account if needed.
Q: My email signature is not importing correctly from my email provider — how can I recreate it in Levitate?
A: Levitate's signature robot can recreate a signature automatically from an email you send it. To use this method, go to Settings, open the Email Signature section, and click Add New Signature. In the popup, click the blue robot email address link to copy it. Then open your regular email client (Outlook, Gmail, or another provider), start a new email, paste that robot address in the To field, and send the email with only your signature in the body — no other text. Levitate will process the email and recreate the signature for you.
If the signature includes complex formatting, branded images, or elements that do not transfer correctly through the robot method, contact our Support team at support@levitateapp.com and send them the original signature as an attachment or screenshot. Support can assist with building a signature that matches your existing design.
Q: Why is my Levitate signature not visible to people who receive my emails in Gmail?
A: There are a few reasons a signature can appear missing to Gmail recipients. Gmail may clip long emails and hide content below a certain size — if your email and signature together are large, Gmail shows a "Show trimmed content" link at the bottom and the signature may not be visible until the reader clicks it. Additionally, Gmail can suppress content that it treats as a quoted reply or forwarded section. If your signature is placed in a way that Gmail interprets as part of a quoted block, it may be hidden by default.
If Gmail recipients consistently report not seeing your signature, contact our Support team at support@levitateapp.com. Support can review how your signature is constructed and suggest adjustments to improve visibility across email clients.
Q: Why doesn't my logo image appear in my email signature after I've added it?
A: The most common causes are an unsupported image format and a missing save. Levitate's signature editor supports PNG, JPG/JPEG, GIF, and BMP files — SVG and WEBP files will not display. If your logo is in an unsupported format, convert it to PNG or JPG and re-upload it. Also confirm you saved the signature after inserting the logo, since closing the editor without saving leaves the original unchanged. If the logo appears correctly in the editor preview but not in received emails, the recipient's email client may be blocking images — ask them to click "Load images" at the top of the email. If the issue persists, contact our Support team at support@levitateapp.com.
Q: Can I disable Levitate's automatic email signature for a specific campaign and manually insert my own signature text instead?
A: Yes. When editing a campaign, the signature dropdown at the bottom of the email editor lets you change which signature is applied to that send. The dropdown includes a "No signature" option — selecting it removes the automatic signature from that campaign. You can then include your own signature text directly in the email body. This selection applies only to the current send and does not change your default signature setting for future emails.
Q: Can I disable or hide the "Edit with AI" button that appears when editing images in the signature editor?
A: There is currently no setting to hide or disable the "Edit with AI" button in the image editor. The button appears automatically when you are editing a non-GIF image in your signature. If you prefer not to use the AI editing feature, you can simply ignore the button — it is not required to save or insert your image. If you would like to see an option to hide this button, share that feedback with our Support team at support@levitateapp.com and they can log it as a feature request.
Q: How do I add a regulatory compliance disclosure — such as an investment adviser disclaimer, FINRA language, or SEC required text — to the bottom of my Levitate emails?
A: Regulatory compliance disclosures are added as part of your email signature. Go to Settings, open the Email Signature section, and edit (or create) the signature you use for your emails. Type or paste your required disclosure text directly into the signature editor below your name and contact information, then save. Because the signature is appended to every email you send through Levitate, your disclosure will appear at the bottom of each message automatically. If you need specific formatting — such as a particular font size, line spacing, or multiple paragraphs — and are having difficulty getting it right in the editor, contact our Support team at support@levitateapp.com and they can assist with the signature setup.
Q: My email signature is not updating — emails are still showing an old version of my signature. How do I fix this?
A: If your emails are still showing an outdated signature after you have saved changes, there are a few things to check. First, confirm that you saved the updated signature in Settings under the Email Signature section — the change does not take effect until you click Save. Second, check whether the emails showing the old signature were sent through an automation or campaign that was already scheduled or in progress. Automations and campaigns lock in the signature at the time they are set up, so any emails queued before you saved your new signature will send with the old one. New sends after saving will use the updated signature. Third, if you have more than one signature set up, verify that the updated signature is the one selected for your emails — the dropdown at the bottom of the email editor controls which signature is used. If the old signature is still appearing after checking all of the above, contact our Support team at support@levitateapp.com.
Q: How do I set or change my default email signature in Levitate?
A: To set a signature as your default, go to Settings and open the Email Signature section. Click the edit button for the signature you want to make your default. In the signature editor, check the "Default signature" checkbox, then save. Levitate will use that signature automatically on new emails and campaigns unless you choose a different one at send time. Only one signature can be the default at a time — checking the box on a new signature will replace any previously set default. If you need an admin to update the default signature on behalf of another user, contact our Support team at support@levitateapp.com.