Signatures

An email signature is a block of text automatically appended at the bottom of an email message. Signatures may contain the sender's name, address, phone number, disclaimer, or other contact information.

Businesses that want to ensure a consistent company appearance may require employees to follow a specific signature format. Instead of allowing the users to define their own signatures, the domain administrator can create a domain-wide signature that all employees must use. Depending on the signature configurations set up by the domain administrator, users may or may not be able to override the default signature.

Signatures

To create a new signature, click on New Signature. To edit an existing signature, click on its card. Each signature record stored here has a Name (used only to identify the template in this list, never shown to recipients) and the actual HTML body that gets appended to messages.

Whether you add or edit a signature, the signature creation window appears. Here, you can create signatures using a full HTML editor that allows domain administrators to add in stylized text, links to websites, images and even icons linked to social media outlets. In addition, the signature can incorporate variables so that a generic template can be created for all users of the domain. The available variables are listed by clicking the Custom Variables dropdown in the text box's toolbar, which looks like a settings cog. (If the cog icon doesn't appear in the toolbar, you may need to click the + sign to "Show More" tools.)

Variables are inserted into the HTML as placeholders (for example, #DisplayName# or #JobTitle#) and are swapped out for each user's actual profile data at send time. This is what makes a single domain-wide template usable by every employee even though their names, titles, and phone numbers differ. Some of the variables available include:

• Identity fields – Display Name, First/Middle/Last Name, Job Title, Department, Company Name, Office, and a Contact Picture (pulled from the user's profile photo).
• Contact fields – Home, Work, and Mobile Phone, Fax numbers, Pager, IP Phone, and both Home and Work mailing addresses (street, city, state, zip, and country as separate variables).
• Message context – the Primary Email/Domain versus the Sending Email/Domain (useful when a user sends from a domain alias or a secondary SMTP account rather than their primary address), plus the current Date and Time and the user's Website and Birthday.

Example: a template built as <b>#DisplayName#</b><br>#JobTitle#, #CompanyName#<br>#WorkPhone# would render as "Jane Doe
Sales Manager, Acme Corp
555-0100" for one employee and automatically adjust for every other employee using the same signature, since each variable is resolved against that sender's own profile fields.

Default Signatures

Use this card to assign a domain-wide signature for all users on your domain and any Account or Domain Aliases that have been configured. By default, domain aliases will be set to “Use Primary Signature”. This means they will use the signature setting for the primary domain. For instance, if the domain’s signature settings is set to “None” then the alias will be set to “Use Primary Signature”, which means they will also be set to “None”. If the domain was configured to use a signature called “Company Signature” and an alias was configured for “Use Primary Signature”, then the alias will also be configured to use the “Company Signature”.

Each row in this list — the primary domain itself, plus every domain alias and account-level alias (including "plus addressing" aliases like jdoe+sales@example.com) that allows outbound sending — can be mapped independently. That means it's possible, for example, to have the primary domain use a "Corporate" signature while a domain alias used for a co-branded storefront uses its own "Storefront" signature instead of inheriting the primary one.

To allow users to create and use their own signatures, activate the setting Enable users to override.