Signatures, sender names and extra addresses

A signature is the block added under messages you write: your name, job title, phone, logo and links. You can keep several and choose which one each of your sending addresses uses.

Build a signature

1. Open Settings and choose Signatures.
2. Create a new signature and give it a name, such as Work or Short.
3. Use the builder to add your photo or logo, contact details and social links, or switch to HTML if you want to write your own.
4. Check the Preview and the Plain-text version. The plain-text copy is for mail apps that show text only; left empty, it is made from the HTML.
5. Choose Create signature.

Signatures are designed to look right in the most common mail programs, and every message also carries a plain-text version.

Choose defaults for each address

Under Defaults and sender names there is one row for every address you can send from, such as your own and a shared one like sales@. For each row you can set:

• Sender name: what people see next to the address.
• New messages: which signature is added.
• Replies and forwards: which signature is added, or No signature.

You can still switch signatures in the composer for a single message.

Turn automatic signatures on or off

Open Settings, Preferences. Add my signature to new messages and Add my signature to replies and forwards control whether the signature is added automatically. Turn the second one off if long conversations fill up with repeated signatures. In replies the signature sits above the quoted earlier message.

Send from an alias

An alias is an extra address for one person. For example, with sales as an alias, mail to [email protected] lands in your inbox. Aliases are free and do not count as mailboxes.

• Administrators add aliases on a person's mailbox under Admin, Users.
• Once you have one, it appears in the From line of the composer and in the rows under Defaults and sender names.
• To pick which address fills From by default, use Settings, Preferences, Send new mail from.

If your administrator has added a domain alias, which is another name for the same company domain, you also get mail at the same name on that domain once its DNS is verified.

Tips

• Use a short signature for replies and a full one with a logo for new messages.
• Mail apps on your computer or phone have their own signature setting. Set it there too if you send from them.
• Preferences are saved in this browser only, so set them again on another browser.

Common problems

• An alias is missing from the From line. The alias may be new; reload Mail. If it is on a domain alias, it only appears for sending once that domain's DNS is verified.
• My signature looks different in another mail app. Keep it simple: one logo, a few lines, and links.