Add a signature to e-mails

This guide explains how to create and then automatically add a signature to messages sent from Mail Infomaniak for the web browser.

Introduction

• The signature will also be visible when sending from the Infomaniak Mail app (iOS / Android)
• It will not be present with another sending method (such as software like Outlook)
• It is also not added to messages from the autoresponder; it is necessary to add one directly in the out-of-office message
• One or more signatures can be added from Mail and from the Manager where all addresses of a Mail Service are managed
• Add multiple signatures if necessary and choose which one to use when sending

Access signatures from Mail Infomaniak

Prerequisites

• Have valid access to Mail Infomaniak where the email address is linked
• Have permission to manage signatures: if you were invited to Mail to manage your address, it is possible that the Mail Service manager has removed this right from their admin account

To access Mail and manage signatures:

1. Log in to Mail Infomaniak (mail.infomaniak.com) from a web browser like Brave or Firefox
2. Click on the ‍ icon at the top right of the interface
3. Check or select the relevant email address from the drop-down menu
4. Click on Signatures
   

Access signatures from Mail Service

To access the Mail Service and manage signatures:

1. Log in to Manager Infomaniak (manager.infomaniak.com) from a web browser like Brave or Firefox
2. Click on the ‍ icon at the top right of the interface (or navigate using the left sidebar menu)
3. Select Mail Service (Collaborative Tools universe)
4. Click on the name of the relevant item in the displayed table
5. Click on the relevant email address in the displayed table
6. Click on Autoresponder and signatures in the left sidebar menu
   

Create and edit the signature

You have two options:

1. Click on Add to create a new signature
2. Click on the icon next to an existing signature to edit it

Then:

1. Choose an existing template (if any)
2. Give the signature a name
3. Specify a name for your identity (it will be displayed next to your email address in the messages received by your correspondents)
4. Create the content of the signature in the designated area (read below for formatting options)
5. Choose whether or not to share the signature with all users of the Mail address
6. Click on Advanced settings to choose the location to insert your signature: before the message (= header) or after the message (= signature)
   
7. Read this guide about choosing send/receive addresses
8. Click the Save button

Formatting the signature

You can use an image, edit the HTML source code, and format your text with a range of tools. To avoid a too wide line break, use the Shift key in conjunction with the ENTER key on your keyboard, which will act as the HTML tag

<br>

which creates a line break instead of a new paragraph.

Set a default signature

By setting a default signature, it will automatically be displayed in the email body when composing. You can still change the signature. You can choose the signature that will be inserted by default when composing:

1. A new message
2. A reply/forward
   

There is one case where the default signature will not be the one automatically inserted by default when composing a message: read point 9 of this guide.

Select the signature when composing

1. The signature is automatically inserted when you start composing a new message
2. If multiple signatures exist, choose the correct identity from the drop-down menu
3. Quickly return to the signature settings via the button in the toolbar
   

Multiple linked addresses?

When a signature is created from a template (whether created from a model offered by Infomaniak or generated with the advanced editor):

• Users do not have access to the signature content in editing
• They can enter dynamic values such as the sender's name or personal data that may be requested, such as the profession or phone number
• They can also change the advanced settings of the signature (such as its position in a reply/forward), but as of today, this setting is common to all users of the signature (1)

When a signature is created directly without using a template:

• If the signature is created from a predefined model:
  • It behaves the same as the previous point, i.e., a signature created from a template
• If the signature is created using the advanced editor:
  • Users have access to the signature content in editing, but note that this content is shared; if Morgane changes the content, Vanessa will have the same content once she reloads her Infomaniak Mail interface
  • Only the sender's name is specific to the user, and there are no dynamic values in this case
  • The advanced settings follow the same principle as in other cases: they are common to all users

In any case, setting a default signature on a mailbox is at the user level. Within the same mailbox, the default signature chosen by Morgane is independent of the one chosen by Vanessa.

Go further with templates

This guide explains how to define custom templates that can be applied when creating a new email address on your Mail Service, for example, or en masse to all addresses in your domain.