Setting up an email signature
What you need
- Access to your webmail at webmail.mailflux.eu.
- The details you want to show: your name, role, company, phone number and optionally your website.
- An idea of how your signature should look. A signature template helps you get going quickly.
Setting up an email signature: step by step
- Log in to your webmail and open the Settings menu (usually the gear icon in the top right).
- Go to the Identities or Composing section and look for the Signature field.
- Type your signature into the text box. Keep it calm: your name, role, company and a way to reach you are enough.
- If you want formatting such as bold or a clickable link, turn on the option for an HTML signature or formatting if it's available.
- Set the signature to be added automatically to new messages, and choose whether you also want it below replies and forwarded mail.
- Save. Then open a new message to check that everything sits neatly below it.
Keep your signature short and readable. A name, role, phone number and website work better than a long slab of text. If you use several addresses or aliases, you can often set a separate signature per identity, for example a business one for info@ and a personal one for your own address.
What do you put in it?
A good signature gives the recipient the most important details straight away, without overdoing it. These elements are almost always enough:
- Your first and last name, and your role if it's relevant.
- Your company name, optionally with your address.
- A phone number where you can be reached.
- Your website or your business's address.
It's better to leave out a row of logos and social icons if you're in doubt; in many email programs they fall out of the formatting and make your message look messy. In practice a clean text signature looks more professional than a busy design that half falls away. If you do want a polished design with a logo, use the signature template as a basis, so it comes across well for everyone.
Not working?
- The signature doesn't appear. Check whether the option to add it automatically is on and whether you're using the right sender address.
- The formatting falls away. Then text mode is on instead of HTML. Turn on the formatting option and insert your signature again.
- A logo or image doesn't come along. Refer to an image placed online instead of pasting one in; pasted images sometimes get lost along the way.
- You see a different signature in your email program. Programs keep their own signature. Set that up separately; you'll find the details for your program in the IMAP server settings.
- The signature is above your reply instead of below it. That's a setting: choose whether the signature goes below the whole message or directly below your reply. Put it at the bottom for the most polished result.
- It looks different on your phone. A webmail signature applies to the webmail. If you want it on your device too, set it up separately in the mail app on your phone.
Done, and need help?
As soon as your test message shows your signature neatly, you're all set: every email now leaves complete and polished. Want a clean, consistent design for your whole team? Start with the signature template, and if you run into something, we're happy to think along with you.