Set a Company-Wide Email Signature for a Domain

Want every email your team sends from yourcompany.com to end with the same sign-off? Open the domain's Signature tab and set it once, rather than asking every person to paste it into their own settings. You can make it a starting point for new identities or require it whenever someone sends from webmail.

When this is useful

• A new sales teammate needs the company signature from day one.
• Legal needs a confidentiality notice on outgoing messages.
• Marketing has approved a new tagline or contact block for the whole team.
• You manage a customer brand and need the same contact details across its mailboxes.

Open the Signature tab

Go to Domains, select the domain, then open Signature. You need permission to edit the domain to save changes. View-only team members can see the tab but cannot change its settings.

There are three things to set: the signature mode, its position in replies, and the signature itself.

Choose how the signature works

Choose one of these modes:

• Off: the domain has no shared signature. Each mailbox owner controls their own webmail signature.
• Default for new mailboxes: a new sending identity on this domain starts with this signature. The mailbox owner can change or remove it later. Existing identities are not overwritten.
• Enforced on all webmail send: webmail adds this signature to every message sent from the domain. Personal webmail signatures do not replace it. This is the best choice for a required legal notice.

Choose its position in replies

When someone replies, the original message is quoted below the reply. Choose whether the signature goes before that quoted text or after it. Before is the familiar Gmail and Outlook style. After can make sense for a long legal footer that should sit at the end of the whole thread.

Write and check the signature

The editor supports formatted text, headings, lists, colours, links, tables, and images. You can paste an existing HTML signature, but TrekMail removes unsafe HTML when it saves. Send yourself a test message after pasting so you can check the final layout.

Images must use a public HTTPS URL that recipients can open without signing in. An image that exists only on an internal company network will not appear for recipients.

Reset clears the signature text but keeps the selected mode and reply position. Save after resetting to apply the change.

What it covers

An enforced domain signature is added to messages composed in TrekMail webmail. Outlook, Apple Mail, Thunderbird, and other IMAP apps use their own signature settings, so set a matching signature in those apps when consistency matters.

Automating domain setup

The same settings are available through the REST API for teams that automate domain setup. For normal team use, the Signature tab is the simplest option. See the API overview for authentication and endpoint guidance.