Sending Addresses, Signatures, and Templates

The Sending addresses screen controls the name and address people see in the From field. It also controls signatures, automatic reply choices, and extra business addresses — including ones whose mail arrives in Gmail, Outlook, or another connected inbox.

The addresses you can send from

A sending address is a profile for an address TrekMail already knows you are allowed to use. Each one can have its own display name, optional Reply-To address, and signature.

Webmail can show:

• Your mailbox's main address.
• Active aliases with Allow sending from this address turned on.
• Gmail, Outlook, and other connected accounts.
• Extra business From addresses, either linked to a connected inbox or standing on their own.
• Shared mailboxes you have permission to send from.

You cannot type any address you want and start sending from it. A business address must belong to an active domain in your TrekMail account, be assigned to your mailbox, and have sending enabled. This prevents accidental or unauthorized sending.

Add an alias address

An account administrator adds the address in the dashboard:

1. Open Mailboxes and select the mailbox.
2. Open Aliases and create or edit the alias.
3. Enable Allow sending from this address.
4. Return to webmail and open Settings → Sending addresses.

The authorized alias appears automatically. No separate setup is needed unless you want to link it to a connected Gmail, Outlook, or other inbox.

Customize a sending address

1. Open your avatar or account menu and select Settings.
2. Select Sending addresses.
3. Open the primary-address or alias card you want to edit.
4. Change any of the profile fields:
   • Display name — for example, “Alice Baker” or “Sales Team”.
   • Reply-To — optional; sends replies to a different address.
   • Signature — unique to this address unless a domain-wide signature is enforced.
5. Save the changes.

The email address itself is read-only. Main mailbox and alias cards cannot be deleted in webmail. To remove an alias from the From menu, an administrator must turn off Allow sending, disable the alias, or delete it in the Dashboard. The main mailbox address remains available.

Add an extra business From address

Use this when mail for a business address arrives somewhere other than this mailbox, but replies should still show the business address.

1. Make sure the business address is assigned to your mailbox with sending enabled in the Dashboard.
2. Open Settings → Sending addresses and click Add a From address.
3. Choose what recipients should see and how the message should be sent.
4. Save the address.

If the mail arrives in a Gmail, Outlook, or other account you have connected to TrekMail, connect it first under Settings → Connected accounts and pick it as the inbox in step 3. Replies then land in that account's Sent folder. For a complete example, see Send From a Business Address Using Gmail.

Connecting an inbox is optional. When the mail is forwarded in from a provider you do not connect — a client domain still hosted on Google Workspace or Microsoft 365, for example — add the address on its own and skip that step. See Send From a Domain You Do Not Host.

Choose the sending service

An extra From address has two choices:

• Use the domain's sending settings — recommended. The address follows Managed TrekMail SMTP or the custom SMTP profile already chosen for its domain.
• Use a different saved sending service — sends only this From address through another saved SMTP profile.

If the address is linked to a connected account, that account stays the inbox where messages arrive and where TrekMail saves the Sent copy. The sending service only delivers the outgoing message.

Choose the default address for new messages

In Settings → Sending addresses, select Set as default on the address you normally use. Only one managed mailbox address is the default. It is preselected for new messages, but you can still choose another available address from the composer's From menu.

An extra From address is not made the default for unrelated new messages. It appears in the From menu wherever it is safe to use — and, when it is linked to a connected inbox, whenever you are working in that inbox.

Choose the From address for replies

At the top of Settings → Sending addresses, choose one reply policy. The choice belongs to the mailbox you are in, so a shared mailbox can answer differently from your personal one:

• Address that received the message — webmail checks which approved address received the message and tries to use that same address in From. This is the best choice when several business addresses feed one inbox.
• Default address for new messages — replies begin with your normal default address.

If the original address is no longer available, webmail safely falls back to an address you can still use. Always check the From field before sending an important reply.

Shared mailboxes

When you open a shared mailbox, its own sending addresses and settings are used. Members with send permission can compose and reply as that mailbox, and can add extra business From addresses to it; read-only members do not get send or reply controls. You cannot bypass shared-mailbox permissions by creating an address in your personal mailbox.

The composer can also show other shared mailboxes you are allowed to send from. Always check the From field when a message could be sent from more than one mailbox.

A personal Gmail or Outlook account connected to your mailbox stays personal. It is not exposed to teammates through a shared mailbox.

Email signatures

A signature is a block of text or HTML inserted into messages sent from a particular address. Common uses include a name and title, phone number, company logo, or legal notice.

Create or edit a signature

1. Go to Settings → Sending addresses.
2. Open the sending address you want to edit.
3. Keep Signature enabled on.
4. Build the signature in the visual editor, or switch to the HTML view when you need to edit markup directly.
5. Click Save.

The editor supports text formatting, alignment, links, and images loaded from an HTTPS URL. The saved HTML is sanitized for email safety. Scripts, forms, and unsafe interactive markup are removed.

Size limit: each sending-address signature can contain up to 10,000 characters of HTML.

Signature images

Use a stable HTTPS image URL that you control. Hosted images keep the message smaller and are easier to update, although recipients' email clients may initially block external images. Keep important details such as your name and phone number as real text rather than putting everything inside a picture.

For reliable mobile rendering, keep logos roughly 200–400px wide and headshots around 80–120px square. Test the result in common desktop and mobile email clients.

When a signature is inserted

When Signature enabled is on, webmail inserts the selected address's signature into new messages and replies. Changing the From address in the composer replaces the signature block while preserving the message text you already wrote. You can still edit or remove the inserted block before sending.

Domain-wide signature policies

An account administrator can configure a signature policy for a domain:

• Off — each sending address uses its own signature.
• Default — new sending addresses start with the domain signature, but users can edit their own copy.
• Enforced — the domain signature overrides individual signatures. The administrator also chooses whether it appears before or after quoted reply text.

If your saved signature does not appear, an enforced domain policy may be active.

Multiple languages or brands

Use a separate send-enabled alias for each profile that needs its own name or signature. The alias appears automatically under Sending addresses, where you can customize it. Do not expect a display name alone to authorize an email address.

Message templates

Templates are pre-written messages you can insert into a new message or reply. They are useful for client follow-ups, support replies, invoice reminders, and other repeated correspondence.

Limits

• Up to 20 templates per mailbox.
• Subject: up to 500 characters.
• Body: up to 50,000 characters of sanitized HTML.
• Templates belong to the mailbox in which they were created; they are not automatically shared with other mailboxes.

Create a template

1. Go to Settings → Templates.
2. Click New template.
3. Enter an internal name, an optional default subject, and the message body.
4. Click Save.

Use a template

1. Open a new message or reply.
2. Click the Templates button in the composer.
3. Select a template.
4. Review and edit the inserted subject and body before sending.

A template does not replace recipients or attachments. It also does not substitute placeholders automatically, so replace text such as [NAME] yourself.

Edit or delete a template

Go to Settings → Templates. Open a template to edit it, or use its delete action to remove it. This does not change messages that were already sent.

Common questions

Why is my alias missing from the From menu? Confirm that the alias is active and Allow sending from this address is enabled. The account must also be on a plan that supports aliases. Refresh webmail after an administrator changes the alias.

Can different aliases have different names and signatures? Yes. Each authorized primary or alias address has its own editable sender profile.

Can I remove an address without deleting the alias? You do not delete managed mailbox addresses in webmail. Turn off the alias's send permission in the Dashboard if it should keep receiving mail but must no longer appear in From. An extra From address linked to a connected inbox can be removed from its edit screen.

Can teammates see my templates? Templates belong to their mailbox. A shared mailbox has its own templates and settings; personal-mailbox templates are not automatically copied into it.

Why is my hosted signature image missing for a recipient? The URL may be unavailable, use HTTP instead of HTTPS, or the recipient's email client may block external images until the sender is trusted.

Does my sending-address signature appear on auto-replies? No. Auto-replies use the message configured under Settings → Auto-Reply.

Can sending addresses use different SMTP services? Yes. An extra From address can follow its domain's sending settings or use a different saved SMTP profile. Main mailbox and alias addresses normally follow their domain's route.