An email signature is not just a formality, but also an important element of business communication. It depends on how partners, clients, and colleagues perceive you. A well-designed signature adds professionalism, facilitates communication, and leaves a positive impression.
At Uspacy, you can set up signatures for each mailbox, whether it is connected by you personally or one you have been granted access to.
These signatures are configured individually by each user and are not accessible to colleagues (even if they are administrators or owners of the Space).
So, whether it's your own mailbox or one you have access to, you can create signatures to use in your emails.
🌟However, note that the number of signatures you can create depends on your subscription plan:
🟣 Free – 1 signature per user for the connected mailbox or the one granted access.
🟣 Standard plan – 3 signatures per connected mailbox or the one granted access.
🟣 Professional– unlimited number of signatures.
For more details on the plans, check the pricing page.
Setting up a signature for the mailbox owner
You can do this either when connecting your mailbox or when editing mailbox settings. In the settings window, there is a dedicated Signatures section.
Click the Add a new signature button.
After that, a form for creating signatures will open.
Here you need to:
🟣 (1) Come up with a name for your signature, which will help you distinguish it among others in the Space. It can be any name you like.
🟣 (2) Select one or more mailboxes that you want to use this signature for.
🟣 (3) Add the text you want to use as your signature.
💡 If you copy your signature directly from your email service (e.g., Google), and it includes a small image, it will also display in the Space.
Next, click the Save button.
❗️Note that the first click should be on the button within the signature creation form.
Once saved, the signature will be created, and you can use it for your emails.
If necessary, you can edit or delete the signature at any time.
Setting up a signature for users with a shared access to a mailbox
If the mailbox owner (the person who connected the mailbox) has granted access to other users, they can also create their own signatures for emails.
However, those users with access to the mailbox cannot change the mailbox settings.
But the option to create a new signature is available when writing a new email. There is a special icon that they need to click.
Once clicked, an additional window will open, where they should click the Add a new signature button.
In the creation form, they will need to:
🟣 (1) Come up with a name for the signature, so they can differentiate it from others in the Space. It can be any name they like.
🟣 (2) Select one or more mailboxes for which they want to use this signature.
🟣 (3) Add the text they want to use as their signature.
💡 If they copy the signature directly from their email service (e.g., Google) and it includes a small image, the image will also appear in the Space.
Then, click the Save button.
As a result, the signature will be saved, and they can use it for their emails.
💡 The mailbox owner can also create a new signature in the same way.
If needed, users can edit (1) or delete (2) the signature from the Space at any time.
Using signatures when sending emails
Now, when you are writing emails to clients, you can add the created signature to your messages.
Your emails will be sent with the signature already included.
If more than one signature has been created for your mailbox in the Space, the Use as the main option will be helpful.
This option can be activated even if you have only one signature.
As a result, the selected signature will automatically appear in the form for writing emails.
If you have additional questions or you need to contact the support, send a request to this email [email protected]