Signatures, aliases, filters and out of office

Build a signature

Open Settings, then the Signatures tab. Choose New signature. You can keep several, for example a full one for new messages and a short one for replies.

The signature editor has a visual builder and an HTML option (the Builder or HTML switch). In the builder you can add:

• A Photo or Company logo, with a Logo width control.
• Your name, title and Phone numbers (add as many as you need and label them, for example Mobile).
• An address and links such as LinkedIn, X, GitHub, WhatsApp or a booking page. Each link has a Link type and a Label.
• A Disclaimer or footnote.
• Accent and icon style: pick an accent colour and a Brand icons or Dark icons style.

A Preview shows how it will look, and a Plain-text version is created for mail apps that do not show formatting. Choose Save when ready. Name each signature (for example "Work" or "Short") so you can tell them apart.

Choose which signature each address uses

Under Defaults and sender names you get one row for each address you can send from, such as your own and a shared one like sales@. Set:

• Sender name: the name people see next to that address in their inbox, for example "Acme Sales".
• New messages and Replies and forwards: which signature is added automatically. You can pick No signature.

You can still switch the signature in the composer. To turn automatic signatures on or off completely, use Preferences.

Tip: The Tools hub also has an HTML Email Signature Builder. It is covered in PGB 201.

Aliases and shared inboxes

An alias is another address that delivers to your mailbox. Mail sent to it appears in your inbox, and you can send from it. When you compose, use the From field to choose which address the message is sent as. If you belong to a team inbox, it appears under Shared inboxes in the sidebar.

Filters

Filters act on new mail as it arrives. Open Settings, Filters, and make sure Turn filters on is enabled. For each rule give a Rule name, then set:

• Conditions: match All or any of them. You can test From, To, Cc, Subject or Message body, using options such as contains, does not contain, is, or matches. You can also match Has an attachment or message size.
• Actions: Move to folder, Add label, Mark as read, star, forward to an address, or discard. A rule can have several actions.
• Stop processing more rules so later rules do not apply.

Use the arrows to change the order, because rules run top to bottom. Nothing changes until you press Save filters. Check with the server tests your rules without saving.

A good first filter: condition From contains your newsletter sender, actions Add label Reading and Mark as read.

Out of office

On the Out of office tab, switch on the Automatic reply, set a Subject and Message, and optionally Starts and Ends dates. Senders then get your reply while you are away.

Practice

1. Make a signature named Work with your logo and phone number.
2. Assign it to New messages and set a shorter one for replies.
3. Create a filter that labels mail from your manager as Boss.