1. In Zoho Mail, open Settings > Signatures and add a new signature.
2. Name it for its purpose, then enter the person's name, role and approved business contact details.
3. Associate it with the intended From address or alias. If you use a department identity, make its signature distinguishable from your personal one.
4. Review the settings for replies and signature placement, then save.
5. Compose a new message, a reply and a message from each relevant alias. Check which signature is inserted before sending a test externally.

View the test on a phone and in another mail service. Confirm links work and text remains readable when external images are blocked. If a logo is used, resize it before inserting it; a visually small image can still carry an unnecessarily large file.

A duplicate signature may come from a mail application, organisation template or an earlier signature already in the conversation. Identify which layer adds each copy rather than deleting content from every reply manually. A signature missing only for an alias usually needs its address association corrected.

Webmail and desktop applications may have separate signature settings. Changing one does not prove that the other has changed. Ask the administrator whether the organisation centrally manages signatures before replacing an approved design.

Review signatures after a role, phone number, website or trading-name change. Use the same approved spelling across the mailbox display name and signature. Do not add legal claims, accreditation badges or promotional offers that the business has not approved.

• Adding and using an email alias in Zoho Mail
• Delegating a Zoho mailbox to a colleague
• Adding a user to Zoho Mail with the correct policy and licence
• Preparing fast and accessible images for a website builder

• Zoho: Signatures
• Zoho: Org Settings