How to Set Up an Email Signature

How to Set Up a Professional Email Signature

An email signature makes every email you send look professional. This guide covers adding a signature in webmail (Roundcube), Outlook, iPhone and Android.

In Webmail (Roundcube)

1. Log into webmail at mail.yourdomain.com
2. Click the Settings icon (gear icon) in the top right
3. Click Identities in the left menu
4. Click on your email address
5. Scroll down to the Signature field
6. Type your signature — you can include your name, job title, phone number, website and any other contact details
7. If you want to use HTML formatting (bold, colours, links), tick HTML Signature
8. Click Save

Your signature will now be added automatically to every email you compose in webmail.

In Microsoft Outlook

1. Open Outlook and click File → Options → Mail → Signatures
2. Click New to create a new signature
3. Give it a name (e.g. "Work")
4. Type your signature in the editing box — you can format it with fonts, colours and add a logo image
5. Under Choose default signature, select your email account and choose this signature for New messages and/or Replies/forwards
6. Click OK

On iPhone / iPad

1. Go to Settings → Mail → Signature
2. If you have multiple email accounts, tap Per Account to set different signatures for each
3. Tap your Hostking email account and type your signature
4. It will be added automatically to new emails on your iPhone

On Android

1. Open your Email app
2. Go to Settings (usually tap the three dots or lines menu)
3. Tap your Hostking email account
4. Look for Signature or Email Signature
5. Type your signature and save

Note: If you're using the Gmail app, go to Gmail Settings → your account → Signature settings.

What to Include in a Business Email Signature

A good business email signature typically includes:

• Your full name
• Job title / role
• Business name
• Phone number (include country code for international contacts)
• Website — e.g. www.yourbusiness.com
• Physical address (optional but builds trust)

Keep it concise — four to six lines is ideal. Avoid excessive images or logos as these can sometimes trigger spam filters.

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