Email signatures: personal and company-wide
Personal signature for your own emails, company signature for a consistent team-wide appearance. Company signatures can contain dynamic variables, one template, automatically personalized per agent.
When do you use this?
Section titled “When do you use this?”- You want a professional sign-off with logo + contact details
- Your office wants one corporate identity for all outgoing mail
- You want different signatures for formal and informal emails
Two types
Section titled “Two types”| Type | What | Location |
|---|---|---|
| Personal | Your own signature(s) | Settings → Personal Settings → Email |
| Company | Shared, with dynamic variables | Settings → My Company → Email → Signatures |
Managing personal signatures
Section titled “Managing personal signatures”Creating
Section titled “Creating”- Settings → Personal Settings → Email.
- Scroll to Personal email signatures.
- Click + to add a new one.
- Fill in:
- Name: recognizable name (“Default”, “Formal”)
- Default: enable for auto-selection on new emails
- Content: rich text editor (bold, italic, images, tables, links)
- Save.
Editing
Section titled “Editing”Click the signature in the overview → edit → Save.
Duplicating
Section titled “Duplicating”Open → Duplicate → copy with “(copy)” appended to the name.
Deleting
Section titled “Deleting”Open → Delete → permanently removed.
Setting a default
Section titled “Setting a default”Click Set as Default under a signature in the overview. Auto-selected on new emails. Click again to remove the default status.
Managing company signatures
Section titled “Managing company signatures”By admins via Settings → My Company → Email → Signatures tab. Creating/editing/duplicating/deleting works the same as personal.
Dynamic variables
Section titled “Dynamic variables”The company signature system supports placeholders that are automatically replaced when sending:
- Open a company signature in the editor.
- Click Add Dynamic Variable in the toolbar.
- A list of available variables appears.
- Click a variable to insert it at the cursor position.
Variables look like {{variable_name}} and are replaced at sending time.
Selecting a signature when composing
Section titled “Selecting a signature when composing”- Click Show Signatures in the compose window.
- Choose view: List or Grid.
- Select the desired signature.
Rich-text editor
Section titled “Rich-text editor”In the editor:
- Text styles (bold, italic, underline)
- Adding links
- Inserting images (e.g., logo, profile picture)
- Tables
- Text alignment
Toolbar at the bottom of the editor.
Frequently asked questions
Section titled “Frequently asked questions”How many signatures can I create?
Section titled “How many signatures can I create?”No limit. Create multiple for different situations (formal, informal, multilingual).
Are company signatures used automatically?
Section titled “Are company signatures used automatically?”No, you select manually per email, unless you have set one as default.
Adding images?
Section titled “Adding images?”Yes, the rich text editor supports images. Insert logo or profile picture directly.