Create Professional Email Signatures with Infomaniak

Your email signature is a business card that accompanies every message you send. It conveys your professionalism, reinforces your brand, and provides your recipients with essential contact information. Yet many professionals overlook this element. Let's discover how to create and manage effective signatures with Infomaniak.

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Why Your Email Signature Matters

A professional email signature serves multiple purposes:

• Identification – Your recipient instantly knows who they\'re dealing with
• Credibility – A polished signature inspires trust
• Contact convenience – Your phone number and website are one click away
• Branding – Your logo and colors reinforce your visual identity
• Compliance – In some countries, businesses must include certain legal information

Anatomy of an Effective Signature

A good email signature includes essential information without being overloaded:

Must-Have Elements

• Full name – First and last name
• Job title – Your role in the company
• Company – Company name, possibly with logo
• Phone – Direct line or mobile
• Website – Company URL

Optional Elements

• Postal address – If relevant to your business
• Social media – LinkedIn, Twitter (keep it to 2-3 max)
• Promotional banner – For an event, product launch
• Environmental disclaimer – "Please consider the environment before printing this email"

What to Avoid

• Inspirational quotes – Unprofessional in a business context
• Oversized images – Slow loading, often blocked
• Too many links – Dilutes the message
• Too many colors and fonts – Looks messy
• Legal disclaimers too long – Nobody reads them, they clutter the email

Creating a Signature in Infomaniak Webmail

Step-by-Step Procedure

1. Log in to the Infomaniak webmail (mail.infomaniak.com)
2. Click the gear icon (Settings) in the bottom left
3. Go to Identities
4. Select your email address or create a new identity
5. In the Signature section, compose your signature
6. Use the rich text editor to format (bold, links, etc.)
7. Save

Adding a Logo or Image

The Infomaniak webmail allows you to insert images into your signature:

1. In the signature editor, click the image icon
2. Choose an image from your computer or enter a URL
3. Resize the image (50-200px wide recommended)
4. Add an alt text for accessibility

Managing Multiple Signatures

Infomaniak allows you to manage multiple identities, each with their own signature. This is useful in many scenarios:

• Professional / Personal – Different signatures for each context
• Multilingual – A French and an English signature
• Multiple roles – Consultant, trainer, manager
• Seasonal – With a holiday greeting at year-end, a summer banner, etc.

How to Configure Multiple Identities

1. In Settings → Identities, click "+" to add a new identity
2. Fill in the name and email address
3. Compose the associated signature
4. When composing an email, select the identity from the "From" dropdown

Signature Design Best Practices

Keep It Simple

A good signature is concise. Aim for 3-5 lines of text, possibly with a small logo. Avoid signatures taller than 100 pixels.

Use Separator Lines

A thin horizontal line or a "--" helps separate the email body from the signature. The Infomaniak webmail adds a standard separator automatically.

Optimize for Mobile

Most emails are read on mobile. Make sure your signature is readable on small screens:

• Sufficiently large font (at least 12px)
• Tappable links (with enough spacing)
• Reasonably sized image

Use Standard Colors

Match your signature colors with your company\'s visual identity. Limit yourself to 2-3 colors max. Avoid overly vibrant colors that are hard to read.

Signature and Third-Party Clients

On Outlook

If you use Outlook alongside the Infomaniak webmail, you\'ll need to create the signature in Outlook as well (File → Options → Mail → Signatures). The webmail signature only applies to emails sent via webmail.

On Apple Mail

Same principle: go to Mail → Preferences → Signatures. You can copy the HTML from your webmail signature and paste it into Apple Mail.

On Mobile (iOS/Android)

Default mail apps offer limited signature customization. For a rich signature, consider using the Infomaniak webmail on mobile or a dedicated signature app.

HTML Signature Templates

For a truly professional signature, you can create an HTML signature. Here\'s a basic recommended structure:

• Use HTML tables for layout (not div/CSS, which renders poorly in email clients)
• Use inline styles (not external CSS)
• Keep it below 600px wide
• Test across several clients (Gmail, Outlook, Apple Mail)

Free Signature Generators

Several online tools allow you to create HTML signatures easily:

• HubSpot Email Signature Generator – Free, simple
• WiseStamp – More options, freemium model
• MySignature – Modern templates

Generate your signature with these tools, then paste the HTML into the Infomaniak webmail signature editor (source mode).

Legal Compliance

In some countries, email signatures must include certain legal information:

France

For businesses: company name, legal form, share capital, head office address, registration number (RCS), VAT number for B2B exchanges.

Switzerland

No specific legal obligation for email signatures, but it\'s recommended to include company name and contact information.

GDPR

If you collect data (via a form link in your signature, for instance), make sure to include a link to your privacy policy.

Conclusion

An email signature may seem like a minor detail, but it contributes to your professional image with every email sent. The Infomaniak webmail makes it easy to create and manage polished, multi-identity signatures. Take 15 minutes to create a quality signature — it\'s a small investment with daily payoff.

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