Add an OX signature that identifies the sender and provides a useful business contact route. Keep essential details as readable text so the message still makes sense when a recipient blocks external images.
IN THIS ARTICLE
01 Create the signature
- Open OX webmail settings. In the current interface, use All settings > Mail and the signature section.
- Choose the option to add a new signature and give it a descriptive name.
- Enter the approved name, role, business contact details and website link. Use a small optimised logo only if needed.
- Select the default for new messages and for replies or forwards as appropriate, then save.
- Test a new message, a reply and any alias identity that you regularly use.
02 Inspect the received copy
Open the test in another mail service and on a phone. Check links, spacing and readability without images. A large graphic can dominate a short reply, so use modest dimensions and avoid image-only contact details.
03 Example: use different OX signatures for new mail and replies
You want full contact details on new customer messages and a shorter signature in continuing conversations. Open All settings > Mail and the signature section.
- Create a signature named
Customer introductionwith your approved name, role, email address and website. - Create a second named
Short replycontaining your name and role. - Select the relevant defaults for new messages and replies or forwards.
- Save, send a new external test message and reply within that conversation.
- Check the received copies on a phone.
Expected result: a new contact receives useful business details, while later replies stay readable. Repeat the test for any alias you use, and review the separate signature settings in other mail applications.
Common questions
Can I keep more than one signature?
Yes, OX supports multiple signatures. Name them clearly and check the selected From address before using a personal or department version.
Why does the signature appear twice?
Look for a second signature inserted by your mail application or copied from the previous conversation. Identify the layer responsible and change its default instead of repeatedly deleting text manually.
Does webmail update my phone's signature?
Do not assume that it does. Applications can maintain their own signatures. Test each sending method you use for customers.
Review signatures whenever a phone number, role or business URL changes. Only include badges, offers or formal notices that the organisation has approved, and keep old promotional text out of ongoing replies.