How to Create Email Signatures in Help Desk

A signature appears as a footer when you respond to a ticket. In addition to your name, which it usually contains, a signature can also include your designation, contact number, useful links to your website or a web page, etc.

Admins and agents can both create signatures from their profiles. They can also create inbox-specific signatures if they use multiple inboxes.

Benefits of creating an email signature:

• No need to manually add your signature in every reply
• Share useful contact info like phone, company URL, etc.
• Personalize responses to the tickets

In this article, you’ll learn:

1. How to create your signature
2. How to create inbox-specific signatures

1. How to create your signature

Step 1. Click your profile icon and go to ‘My Account.’

Step 2. Under the ‘My Account’ tab, locate the ‘Signature’ field and add your details such as name, phone number, company URL, etc., depending on your requirements.

Alternatively, you can upload your signature image (JPEG or PNG) by enabling the ‘Insert Signature Image’ option and browsing the image on your system. Click Save when you’re done.

2. How to create inbox-specific signatures

Step 1. Switch to the ‘Signature’ tab and click the ‘+New Signature’ button.

Step 2. Select the inbox for which you want to create a signature. Then, add details in the ‘Signature’ box, such as name, phone number, company URL, etc. Click Save when you’re done.

Or, you can enable the ‘Insert Signature Image’ option and upload the signature image directly from your system. This option is useful if you have the company logo in your signature. Then, click Save.

Here’s an example of a signature created for the 'James Henry' inbox. Similarly, you can create more signatures for different inboxes. Also, you can access signature options to edit or delete it.

As an admin, you can create signatures for individual agents as well. You can do that at the time of creating or editing an agent profile.