How to Set Up an Email Signature in Webmail

An email signature adds your name, job title, phone number, and other contact details to the bottom of every message automatically, so you don't have to type them out each time you write an email. If you send mail through your webmail account, you can set up a signature once and it will be added to every new message and reply from then on.

Setting Up a Signature in Webmail

Roundcube is the default webmail application on both cPanel and DirectAdmin hosting accounts, so the steps below are the same no matter which control panel your account uses.

1. Log in to your webmail account, usually at yourdomain.com/webmail, or through the webmail link in your hosting control panel.
2. Click the Settings icon, shown as a gear or cogwheel, usually in the bottom-left corner of the screen.
3. Select Identities from the settings menu.
4. Click your email address in the identities list to open it.
5. Scroll down to the Signature field.
6. Type or paste your signature text into the box.
7. If you want to format the signature with bold text, a link, or a logo image, tick the HTML signature checkbox first to switch to a rich text editor before typing.
8. Click Save at the top of the page.

Your signature is now added automatically to every new message and reply you send from that webmail account.

If your account uses Horde webmail instead of Roundcube (an older option still available on some cPanel accounts), the same setting is under Options, then Personal Information, in the Signature field.

What to Include in a Business Signature

Keep it short and useful rather than cramming in every detail. A good business signature usually includes:

• Your full name and job title
• Your business name
• A phone number customers can reach you on
• Your website address
• Your physical location, if relevant to customers (e.g. a shop or office in Nairobi)

Avoid pasting a large image as your entire signature. Some mail apps block images by default, which means the recipient may see nothing at all until they choose to display images.

Signatures in Other Mail Apps

A signature you set up in webmail only applies inside webmail. If you also check the same email account through a desktop program like Outlook, or through your phone's mail app, you will need to add the same signature separately in each one, since every mail client stores its own signature setting independently.

If you haven't logged in to your webmail account before, see How to Access Your Webmail for help getting started.