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An email signature adds your name, business details and contact information to the bottom of every message automatically. This guide shows Instant Access Internet Services email users how to add an email signature in Roundcube webmail, format it with a logo or links, and choose when it's inserted.

A signature set in webmail only applies to mail you send from webmail. If you also use Outlook, Apple Mail or a phone, set the signature in each app too.

How to add a signature in Roundcube

1. Log in to webmail at https://example.com/webmail with your full email address and password (see How to Log In to Webmail (Roundcube)).
2. Click Settings in the left-hand menu.
3. Click Identities.
4. Click your identity (your name and email address) in the list. If none is listed, click Create to add one.
5. Check the Display Name -- this is the name people see in their inbox. You can also fill in Organization.
6. Type your signature in the Signature box. For example:

   Jane Smith
   Example Company
   555-555-0100
   https://example.com

7. Click Save.

Start a new message with Compose to check that the signature appears.

How to make an HTML signature with formatting and a logo

A plain-text signature works everywhere. If you want bold text, colors, links or a logo, switch the signature box to the HTML editor.

1. In Settings > Identities, open your identity.
2. Above the Signature box, click the HTML (rich text) editor button. A formatting toolbar appears.
3. Format your text with the toolbar: bold, font size, color, and the link button to turn your website into a clickable link.
4. To add a logo, use the image button and enter the web address of an image that's already on your website, for example https://example.com/images/logo.png. Some versions also let you drag an image into the editor or paste it.
5. Click Save.

Keep logos small (around 300 pixels wide or less, and well under 100 KB). Large images make every message heavier and are more likely to be blocked or flagged as spam. To put a logo on your website first, you can upload it with File Manager (see How to Use cPanel File Manager to Manage Your Website Files).

HTML signatures are only used when you write in HTML. If you compose in plain text, Roundcube uses a plain-text version.

Choose when the signature is added

1. Go to Settings > Preferences > Composing Messages.
2. Find the signature options:
   • Automatically add signature: choose always, new messages only, replies and forwards only, or never.
   • Place signature below the quoted message: turn off to put your signature above the older message in replies, which is how most business email looks.
   • When replying remove original signature from message: keeps long reply threads tidy.
3. If you want to write in HTML by default (so your formatted signature is used), set Compose HTML messages to always.
4. Click Save.

Using more than one signature

Each identity has its own signature. If you send as more than one name or role from the same mailbox (for example "Jane Smith" and "Example Sales"), click Create in Identities to add another. When you compose a message, choose the identity in the From field and Roundcube swaps in the matching signature.

Only use email addresses that belong to your mailbox or domain as identities. Sending as someone else's address will usually be marked as spam.

Troubleshooting

My signature doesn't appear

Check Automatically add signature isn't set to never, and that the identity chosen in From is the one with the signature. You can also insert it by hand with the Signature button in the compose toolbar.

My logo shows as a broken image for recipients

The image address must be a public web link that starts with https://. Open the link in a private browser window to check it loads. Some recipients' email apps block images until they click "show images" -- that's normal.

The signature appears twice

You may have typed the signature into the message and also have automatic signatures on, or you're replying to your own message. Turn on When replying remove original signature from message.

Related guides

• How to Log In to Webmail (Roundcube)
• How to Import Contacts into Roundcube Webmail
• Why Your Emails Go to Spam (and How to Fix It)
• How to Use cPanel File Manager to Manage Your Website Files

Still stuck? Open a support ticket and the Instant Access Internet Services team will help.