A signature is the block of text added by itself at the end of every message: name, role, company, phone, website. It gives confidence to the reader and saves you typing the same thing every day. The signature is not shared between programs: there is one per program (webmail, Outlook, phone), so you have to create it in every place you write from.
In webmail (Roundcube)
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Open Settings and then Identities. Pick the identity with your address.
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In the Signature field type the text. If you want bold or links, tick HTML signature.
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Save with Save and write a new message to see the signature appear.
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On the computer and the phone
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Where it is |
| Classic Outlook |
File, Options, Mail, the Signatures button. Create a new one and choose which accounts use it. |
| New Outlook for Windows |
Settings (the cog), Accounts, Signatures. |
| Thunderbird |
In the account settings, the signature field. See setting up your e-mail in Thunderbird. |
| iPhone, iPad and Android |
In the mail app’s or the account’s settings, look for Signature. The phone one is usually plain text only. |
What to put, and what to leave out
An example, which you adapt to your case:
First name, Surname
Role, Your Company
Phone: your number
Website: www.yourcompany.com
Keep it short: four or five lines are enough. Write the website address out in full, for people who print or read on a phone. Avoid big images and heavy logos: many programs hide them by default, and in others they show up as attachments that fill the mailbox.
In replies and in new messages
A full signature on every reply of a twenty-message conversation fills the mailbox with repetition. Most programs let you choose: the full signature on new messages and none, or a one-line version, on replies. In classic Outlook you choose in the signatures window itself (new messages, and replies or forwards); in webmail, in the composing preferences, the option to add the signature automatically.
The same signature across the team
If the company has several people, write the template once in a text file and ask each person to copy it into their own program, changing just the name, role and phone. That way everyone writes with the same image. If the signature has links, test them in each program: what comes out right in webmail can lose the link on a phone.
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A signature does not make e-mail safe. Never put a password in it, nor details you would not tell a stranger. Anyone you reply to can see it.
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Do you write from another address too? If you have an alias or a forwarder, create a second identity in webmail with its own signature, and pick it when writing. See catch-all, forwarders and aliases.
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The signature does not appear on your messages, or appears twice? Tell us which program you use.
Open a support ticket
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