Signatures in emails are generally important in business scenarios. They render professionalism to the emails and also lets the recipients know about your organization, your position and so on. Nowadays, email signatures also have links to the social media pages of your organization and help you stay in touch with your clients and customers even outside email. You can add your Job Title, Organization Details, and Contact Details. You can even insert your corporate logo as an image in your Signature.
Zoho Mail supports having multiple signatures and customizes them according to the email address/ alias used. You can create and use Rich Text Signatures in Zoho Mail. Further, you can insert formatted HTML in the Signature using Insert HTML option in the editor.
Creating and Adding Signatures
- Login to Zoho Mail
- Click the Settings icon.
- Go to Signatures
- Click the + icon to create a new Signature.
- The Add Signature popup appears.
- Provide a Name for the signature
- Enter the details of the Signature and format it to suit your preference.
- You can insert images (like logos) to your signature, paste copied images, and also hyperlink them if required. Refer here for instructions.
- Click Save.
You need to link the Signature with the From address for the signature to appear automatically when you compose an email. You can use the 'Associate Mail Address' option to link with the From address while creating the signature or click the + icon in the existing Signature to associate it with the required From address. Repeat the steps with different titles to add multiple Signatures.
If the Administrator of your organization has configured a signature for your account, you will not be able to edit the signature. You also will not be able to associate a new signature to the email address associated to the Admin assigned signature. The admin assigned signature is denoted with a lock icon. Visit this help page to know more.
Setting up default Signatures
In the Signature that you've just created, click on the + icon. This lists the from email addresses associated with your account. You can select the email address with which you want to configure this signature.
You can manually change the signature while composing an email using the Insert Signature option. The selected signature will replace the default signature for that particular email alone.
You can choose to not include Signatures while replying to emails. Navigate to the Signature settings page and enable the Signature in Replies toggle button in the top right corner if you want to include signatures while replying to emails. Signature will not be included in replies if the toggle is disabled.
While replying to an email, you can choose where to insert the signature in the email. It can be placed at the bottom below the quoted text or it can be placed below the reply you just drafted.
You can also insert images into your signatures. Click on the Insert Image option to browse and insert the required image. Using the Insert image options, you can also choose how you want to display the image in the signature. Refer this page for detailed instruction about inserting images.