Creating an Email Signature in Webmail (Roundcube) Print

What this does

A signature set in webmail is attached automatically to messages you write in webmail. Note that signatures live in each mail program separately, one set here does not appear on mail sent from Outlook or your phone, those programs each have their own signature setting. Set it in every program you send from, using the same wording, so your mail looks consistent wherever you write it.

How to set it up

1. Log in to webmail at yourdomain.tld/webmail, as described in our article on accessing webmail.
2. Click Settings in the left-hand menu.
3. Open Identities, and click your email address in the list.
4. Check your Display Name while you are here, this is the name recipients see next to your address, and a blank or wrong one is worth fixing first.
5. Type your signature in the Signature box.
6. For formatting, links, or a logo, enable HTML signature, which turns the box into a rich text editor with the usual formatting toolbar.
7. Click Save. New messages you compose now end with your signature.

If the signature doesn't appear

Check under Settings, Preferences, Composing Messages that the option to automatically add the signature is enabled, Roundcube can be set to add it to all messages, only to new messages, or never. Set it to all messages if you want it on replies and forwards too.

Signature advice worth taking

• Keep it short. Name, role, business, phone, website. Four to six lines reads as professional, fifteen reads as a poster.
• Go easy on images. A single small logo is fine, but image-heavy signatures inflate every message you send, trip spam filters, and often arrive as broken attachment icons. Text does the job better than a scanned business card ever will.
• Skip attachments-as-signature entirely, recipients' spam filters treat unexpected attachments on every mail with suspicion.
• Test it. Send yourself a message and look at it on a phone, most email is read there, and a signature that looks fine on a monitor can wrap into confetti on a small screen.