Signatures belong to the person who writes them. You create them under Settings, Signatures, make them available on the inboxes you reply from, and choose a default for each inbox or for everywhere. Teammates write their own; a shared inbox does not carry one signature for everyone.
- Create a signature
Go to Settings, then Signatures, then New signature. Write it in the editor, or switch the mode to paste the HTML of a signature you already use.
- Make it available
Available in every inbox puts it in the picker on every inbox you reply from, with no attaching inbox by inbox. Otherwise attach it to specific inboxes in the next step.
- Attach it to an inbox
Settings, then Inboxes, then the inbox, has a Signatures card: sign-offs you can use when replying from this inbox. Tick the signatures that should be available here. Ones marked available in every inbox show as locked ticks.
- Pick the default for that inbox
Default signature on the same card chooses what is inserted when you start a reply from this inbox, or No default.
- Pick the default everywhere
In the signature editor, Workspace default marks the one used by inboxes that have no default of their own.
- Use it in a reply
The composer inserts the default when you start a reply. The signature picker in the composer switches to another, or removes it for this message.
Outgoing name
The name on your outgoing mail is set per inbox under Settings, Inboxes, then the inbox, in Preferences as Outgoing name. It is separate from the signature.
Signatures are email only. The picker is hidden on a WhatsApp inbox. Reply templates do work there, rendered as plain text.
Reply templates are different
A reply template is a saved reply the whole team can insert, managed under Settings, Reply Templates by owners and admins and granted per inbox. A signature is your sign-off. The two are inserted separately.