Add your email signature
Build an email signature with the Mailsoftly wizard, set the default that goes on your plain text campaigns, and change it later without losing work.
A signature is the sign off that travels with your emails, carrying your name, your role, and the links you want people to reach you through. Mailsoftly builds one from a handful of fields, so you are never left staring at a blank editor trying to line up a photo and three links by hand.
You will open your signatures, build one in the wizard, set the one you want as your default, and see what changes when you come back to edit it.
Open your signatures
Open Settings, choose Email under Channels, and pick the Signatures tab. Signatures then take the whole window: the settings sidebar steps aside and a back link to Email Settings takes its place. Your saved signatures sit in a rail on the left, and whichever one you are looking at fills the pane on the right.
- Every row shows its name and a one line preview of what it actually says, because three signatures all called My signature tell you nothing apart
- The row marked Default is the one added to your plain text campaigns automatically
- A row marked Wizard was built by the signature wizard and can be reopened there
- The subtitle repeats the rule worth knowing: signatures go on plain text campaigns, while designed campaigns carry their own footer blocks
Signatures belong to you, not to your company. Everyone on your team keeps their own set, so a colleague cannot pick up yours and you will never see theirs.
Open your signatures in Mailsoftly
Build one with the wizard
Press Signature wizard. It opens with three numbered sections on the left and a live preview on the right, drawn inside a New message mock so you are judging the signature the way a recipient will see it. Most of the first two sections are already filled in from your account and your brand kit.
- Your details carries your name, job title and company; Contact carries your email, phone and website
- Add social links opens fields for LinkedIn, X, Instagram and Facebook, with a choice between accent colored icons and the original brand colors
- Add a newsletter signup link is already switched on and pointed at your newest signup form if you have one, so people can subscribe straight from your sign off
- Style is where it comes together: one of four layouts, Minimal, Photo left, Centered or Accent bar, an accent color that can snap to your brand color, and an optional photo or logo at one of four sizes
Name it in the field at the bottom, press Save signature, and the wizard hands you straight back to the pane with the new signature open.
Keep it short. A couple of lines with your name, role, and one link reads better than a crowded block, and it looks cleaner on a phone screen. If you skip the photo, remember that only Photo left and Centered fall back to your initials in a colored circle; Minimal and Accent bar simply show no image.
Check it, then take it wherever you need it
The pane opens on Preview, not on the editor, because what you came to check is how the signature lands in an inbox rather than how its markup is put together. The heading is the signature’s own name, and you can click it to rename it in place.
- The chips beside the name tell you the state at a glance: Default, and Wizard if the signature came from the wizard
- Copy signature puts a formatted copy on your clipboard, ready to paste into your Gmail or Outlook signature settings, and Mailsoftly confirms with "Signature copied. Paste it into your Gmail or Outlook signature settings."
- Nothing installs a signature into your mailbox for you, so that clipboard copy is the bridge between Mailsoftly and the mail you send by hand
A signature that reads the same in your campaigns and in your day to day mail is worth the two minutes it takes to paste it in both places.
Set the one you want by default
Your default signature is auto filled into the sign off of every new plain text campaign, so you are not choosing one each time. Press Set as default in the pane, or click the star on any row in the rail, and Mailsoftly confirms with "Default signature updated". Only one can hold it, and the row that has it moves to the top of the rail with a Default chip.
- The very first signature you create is made your default automatically, so there is nothing to do on day one
- Starring a different one moves the default across; there is no way to have none
- Designed campaigns do not pull the default at all, so build their sign off into the footer of the design instead
Change one later without losing your work
Switch the pane to Edit and the rich text editor is underneath, with the toolbar for bold, underline, fonts, color, lists, alignment, links and images. Save Changes stays greyed out until you actually change something, so a disabled button means there is nothing to save rather than something broken.
- A signature the wizard built can also be reopened with Edit in wizard, which brings back the fields exactly as you left them
- That is the part worth reading twice: saving from the wizard rebuilds the signature from its own fields, so any free hand edits you made in the editor are replaced. Mailsoftly says so in a note above the editor, changes the chip to Wizard (edited) once it has happened, and asks you to confirm before it reopens the wizard on a signature you have hand edited
- To remove one for good, use the trash action on its row and confirm. Mailsoftly moves you on to the next signature rather than leaving you on an empty pane
Add images through your media library, not from inside the signature editor. Open Media in the sidebar, upload the file there, then place it with the image library button in the editor’s toolbar. An image uploaded from inside the editor itself is hosted and it does show in your signature, but it is filed where your media library never looks, so you will not find it again to reuse, rename or remove.
Pick a different signature for one campaign
A plain text campaign opens with your default already applied, and the Signature row at the foot of the compose screen names it. Open that picker and every signature you have saved is listed with the same one line preview the settings rail shows, the default one tagged and the applied one ticked.
- Choosing a different one swaps the sign off for this campaign only, and the note beside the picker says exactly that
- Create a signature with the wizard opens the same wizard without leaving the campaign you are writing, and always saves a new signature rather than overwriting one
- Manage signatures opens the settings page in a new tab when you want to tidy the whole set
With a default set and a picker one click away, your sign off stays consistent without ever getting in the way of a campaign you are in the middle of writing.
Ready to try it in your own account?
Free to start with your Google Workspace or Microsoft 365 account. No credit card required.
