How to Set Up Email Signature in Webmail

An email signature adds a professional touch to every message you send. It typically includes your name, title, company name, and contact information. This guide shows you how to create and manage email signatures in Roundcube webmail.

Creating a Text Signature

A plain text signature works in all email clients and is the simplest option.

Steps:

1. Log in to Roundcube webmail.
2. Click Settings (gear icon) in the top navigation.
3. Click Identities in the left sidebar.
4. Click on your identity (your email address) to edit it.
5. Scroll down to the Signature section.
6. Make sure the HTML signature toggle is OFF.
7. Enter your signature text. Example:

John Smith

Senior Developer

Acme Corp

Phone: +91 98765 43210

Web: www.example.com

1. Click Save.

Creating an HTML Signature

An HTML signature allows formatting, colors, links, and images.

Steps:

1. Log in to Roundcube webmail.
2. Go to Settings > Identities.
3. Click on your identity.
4. Scroll down to the Signature section.
5. Toggle HTML signature to ON.
6. Use the rich text editor to create your signature:

- Bold your name for emphasis

- Add your title and company on separate lines

- Use the link button to make your website clickable

- Use the image button to insert a company logo (see below)

- Adjust colors and fonts as desired

1. Click Save.

Adding a Logo or Image to Your Signature

To add a company logo or profile photo:

1. In the HTML signature editor, place your cursor where you want the image.
2. Click the Insert/Edit Image button in the toolbar.
3. You have two options:

- URL: Enter the full URL of an image hosted online (e.g., on your website). This is the recommended approach.

- Upload: Some Roundcube configurations allow direct image upload.

1. Set the width to keep the image appropriately sized (recommended: 100-200 pixels wide).
2. Add alternative text (e.g., "Company Logo") for accessibility.
3. Click Insert.

Tip: Host your logo image on your website and reference it by URL. This keeps the email size small and ensures the image loads quickly. Recommended logo size is under 200px wide and under 50KB.

Signature Best Practices

Keep It Concise

• Include only essential information: name, title, company, phone, website
• Avoid including your email address (the recipient already has it)
• Limit to 4-6 lines of text

Professional Formatting

• Use a simple, readable font (Arial, Helvetica, or system defaults)
• Stick to 1-2 colors maximum
• Do not use large or animated images
• Ensure links are clickable and correct

Legal Requirements

Some industries or countries require specific information in email signatures:

• Company registration number
• Registered office address
• GST/VAT number
• Disclaimer text

Check your local regulations and include any required information.

Example Professional Signature

John Smith

Senior Account Manager | Acme Corporation

Phone: +91 98765 43210

Website: www.example.com

This email and any attachments are confidential.

Managing Multiple Signatures

If you have multiple email identities (e.g., different departments or roles), you can create a unique signature for each:

1. Go to Settings > Identities.
2. Click Create (+) to add a new identity.
3. Set the email address and display name for this identity.
4. Create a signature specific to this identity.
5. Click Save.

When composing an email, select the appropriate identity from the From dropdown to use its signature.

Signature Placement Settings

Control where your signature appears in replies and forwards:

1. Go to Settings > Preferences > Composing Messages.
2. Find When replying and choose:

- Start new message above the quote -- Signature appears at the top (recommended)

- Start new message below the quote -- Signature appears at the bottom

1. Click Save.

Troubleshooting

Signature not appearing in sent emails:

• Ensure the signature is saved in your identity settings
• Check that the correct identity is selected when composing
• Verify the signature is not blank in Settings > Identities

Images not displaying in signature:

• Ensure the image URL is publicly accessible (https)
• Check that the image file still exists at the URL
• Some recipients' email clients block external images by default

Formatting looks different for recipients:

• Some email clients strip or modify HTML formatting
• Keep formatting simple for best compatibility
• Test by sending to different email services (Gmail, Outlook, Yahoo)

Related Articles

• How to Access Webmail (Roundcube)
• Roundcube Webmail Features Guide

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