In a shared mailbox, a signature raises a question other tools dodge: who signs? The person writing, or the organization? Trupeo’s answer is both, stacked.
Two signatures, not one
Yours comes first, right under your text. The mailbox’s comes under it: the organization, the address, the main number, the legal mention. Both are added to replies, forwards and new emails.
You can have several of each, each with a name, and one of each list is used by default. You can fill in just one level: a shared mailbox where everyone signs The team only needs the mailbox’s, and a small organization where a single person answers can put everything in their own.
Your signatures
Open “Settings”, then, in the “Your account” group, the “Signature” page. Under “My signatures”, each signature has its name, and the one used by default says “Default”. Its ”⋯” menu holds “Edit”, which opens it right under its line, with its name and the editor, “Make default”, which changes which one is used, and “Delete”; “Save the signature” saves it. “New signature”, above the list, adds one, for example a short one for quick replies or one for the holidays. Deleting the default asks which one replaces it. Nobody else can see or change your signatures.
Just for you in one mailbox
When you belong to several mailboxes, you may want to sign as yourself in one and as the team in another. Open “Settings”, then, in the “Just for you in this mailbox” group, “Your settings here”: the page is named after the mailbox’s address. Every member has this page, owner or not.
- “My default signature here” chooses what signs by default when you write from this mailbox: your default signature, any other of your signatures, or “No personal signature here”, and then only the mailbox’s signature goes out. Pick one, then “Save”.
- “My signatures for this mailbox” holds signatures written for this mailbox only: they are offered nowhere else. If you leave the mailbox, they are deleted.
The mailbox’s signatures
They live in the mailbox settings: “This mailbox” group, “Sending” page, “Mailbox signatures” section. The owners create them, name them and choose the default one, the same way as yours; the other members read them there. Each person signs with the default one unless they pick another one in an email.
Every one of these pages ends with a “What your recipients see” block, which shows an email as it will go out, with its two signatures.
Reuse your Gmail signature
On a Gmail mailbox, the “Sending” page offers “Use the one from Gmail”, beside the title of the mailbox’s signatures. The button copies the signature Gmail has for the mailbox’s address, with its colors, fonts and images, into the signature you are editing, or into a new one when none is open. Trupeo fetches the images and hosts them itself.
Nothing is saved at that point: Trupeo shows “Your Gmail signature is in the editor. Check it, then save it.” If you do not like the result and the editor already held a signature, “Go back to the previous signature” puts it back.
A few special cases:
- If Gmail has no signature for that address, Trupeo says so and leaves the editor alone.
- An image Trupeo could not fetch is removed, and Trupeo tells you: add it back with “Insert logo”.
- It is a one-time copy. If you change your signature in Gmail later, Trupeo’s does not move: reuse it again.
The button does not exist for an Outlook, Microsoft 365 or IMAP mailbox: Microsoft gives no access to signatures, and an IMAP server does not store one. Copy your signature from your email provider and paste it into the editor.
The editor
The editor’s bar keeps bold, italic, link and image at hand; “More” adds underline, text color and text size, a button to clear the formatting, and “HTML”. The image button, “Insert logo”, adds an image (PNG, JPEG, GIF or WebP, 1 MB at most): choose the file, Trupeo hosts it, you do not have to put it online elsewhere.
Pasting a signature works: the tables, colors, fonts, sizes and links of a signature copied from Gmail, Outlook or Word are kept. No signature yet? The free email signature generator makes one you can paste here. A pasted logo keeps loading from wherever it was hosted; for Trupeo to host it, insert it with “Insert logo” instead.
“HTML”, under “More”, switches to the source code, handy if you were given the signature as code. “Editor” goes back to the normal view. The “What your recipients see” block, at the bottom of the page, follows what you type, even before you save.
Nothing goes out until you click “Save the signature”. “Cancel” closes the signature and keeps the saved one.
Choosing the signature of an email
Under the editor of a reply, a forward or a new email, a “Signature:” button names what will sign, for example Claire + Customs team. It opens a list in two parts: “My signatures”, yours and those of this mailbox, and “Mailbox signature”, the mailbox’s. Each part also offers “None”. Your choice applies at once and only to this email; the next one starts again from the defaults. On a phone, the list opens full screen.
The signatures show under the button as they will look, and a screen reader says in words what will sign, such as “Signed: Claire + Customs team”, or “This email will be sent without a signature.” If a signature chosen in a draft has been deleted since, Trupeo says so and does not put another one in its place.
It is a preview, not a field. The signature is not inserted into your text: it is added when the email is sent. So you cannot wipe it by accident with select-all, nor touch it up for one email: to change a signature, go through the settings. “None” in the menu sends it with no signature at all: see Reply, forward, write.
When you reply with the history included, the signatures go right under your reply, above the quoted email, as in an ordinary email app. Your recipient reads what you wrote, then who signs, then the earlier exchange.
The sender name
On the same “Sending” page, the “Sender name” section sets the name shown next to the mailbox’s address at your recipients’, for example your organization’s name. Everyone sends under that name. “Change” opens it in its line. Leave it empty to send with the address only: the line then says “No sender name”. Trupeo recalls what your recipients read. That name is also the mailbox’s name in Trupeo, at the top of the column and in the mailbox menu.
For a mailbox that sends through Microsoft (Outlook, Microsoft 365), that name is not guaranteed: your recipients may see the Microsoft account’s name instead, especially people in your own Microsoft 365 organization. That name is changed in the Microsoft 365 admin center, or at account.microsoft.com for an Outlook.com address.
The Sent with Trupeo line
During the trial, a line appears under your signatures: Sent with Trupeo, the shared mailbox for small teams · 30-day free trial, with a link to Trupeo’s site. Its switch is on the “Sending” page, “Trupeo footer” section. It stays on and inactive during the trial, with “You can turn this off once you’re on a paid plan.”.
Once the subscription is active, the line stays until you turn it off: switch it off. It saves itself. See Trial, subscription, and reduced pricing.
Once the subscription is active, the line’s link also carries this mailbox’s referral link: once a team that signs up from it pays for its first month, this mailbox and that team each get a free month.
What comes next
For the rest of what goes into an outgoing email, see Reply, forward, write.