How to Add an Email Signature in Zoho Mail
Set up a professional signature with your logo and links in Zoho Mail, make it show up on new emails and replies, sync it to the Zoho Mail app, and fix the problems that trip most people up.
Checked against Zoho Mail's own help pages, October 2026
Table of Contents
Need a signature first?
Free Signature GeneratorBefore You Start
A clean signature makes every email you send look like it came from a real, established business. Zoho Mail handles rich signatures with logos and links well, but it has one quirk that catches almost everyone: a signature does nothing until you link it to the email address you send from. We set these up for clients all the time, so this guide covers every step, plus the Zoho Mail app, multiple addresses and the fixes for the problems we see most often.
The short version
Sign in at mail.zoho.com, click the Settings gear at the top of the narrow icon bar on the right edge, then Signature and the + icon. Name the signature, paste it into the editor, add your email address under Associated From address(es) for new emails and for replies, and click Save. Then click the gear next to the Signature heading and check Add signature to all my email replies.
What you'll need:
Zoho Mail open in a web browser
Signatures are set up in Zoho Mail on a computer at mail.zoho.com. The Zoho Mail app can use the same signature once it syncs.
Your signature, ready to paste
Build one free with our Email Signature Generator, or type it straight into Zoho Mail.
The address (or addresses) you send from
Zoho attaches signatures to From addresses, so know which address, alias or group address should carry this signature.
Don't have a signature yet?
Our free Email Signature Generator builds a Zoho Mail-ready signature with your logo, contact details and social links in about two minutes. No signup. It's the same tool we use for client signatures.
Open Settings
Sign in to Zoho Mail at mail.zoho.com on your computer. Look at the narrow bar of icons running down the right edge of the screen, just below your profile picture, and click the Settings gear at the top of it. Settings opens in a large window over your inbox.
Your buttons might not be gold like the ones in our pictures. Zoho lets you pick a theme color, so yours could be blue, green or another color. Everything is in the same place either way.
Shortcut:
Already signed in? Go straight to mail.zoho.com/zm/#settings/signature and skip to step 2. If your business uses Zoho in Europe, India or Australia, your address may end in .eu, .in or .com.au instead of .com. Everything else works the same.
Go to Signature and Click +
The Settings window has a long list on the left. It starts with the General settings, so scroll down to the Mail section and click Signature, just below Mail accounts (or type "signature" in the search box at the top of the list). Then click the + icon next to the Signature heading to start a new one.
Name Your Signature
The Add New Signature pane opens. Type a name in the Signature Name box, like "Main signature." The name is just for you, so pick something you'll recognize later. Each signature needs its own name; Zoho warns you if you reuse one.
Paste Your Signature
Pasting a finished signature is the easiest way to get a logo, colors and links that look right. Zoho's signature editor keeps the formatting when you paste.
In the Email Signature Generator, fill in your details and click Copy Signature. (Using a different tool? Copy the finished, visible signature, not its code.)
Back in Zoho Mail, click inside the big editor box and paste with Ctrl + V (Command + V on a Mac). Your logo, colors and links should look just like the preview.
Prefer to paste HTML code?
Zoho Mail is one of the few email apps with a real HTML option for signatures. In our generator, click Copy HTML Code. In the signature editor, click Insert HTML (the </> button; if you don't see it, click the double arrow at the end of the toolbar to show more options), paste the code and insert it. Any images in the code must use a public web address, which our generator handles for you.
Don't paste code into the editor itself
HTML code pasted straight into the editor box shows up as a wall of text. Either paste the finished signature, or paste the code through Insert HTML. Never both.
Prefer to build it in Zoho Mail?
Type your details in the editor and use the toolbar for fonts, sizes and colors. To add a logo, click Insert Image and upload a GIF, JPG or PNG (up to 3 MB). Click an inserted image to resize it (Small, Best Fit or Original) or, under More, choose Link to make it clickable.
Link Your Email Address and Save
Scroll down below the editor. This is the part that makes the signature actually appear, so work through all four:
- 1
Signature position: choose Place signature above quoted content to put it right under what you type in a reply, or below quoted content to put it at the very bottom, after the original message.
- 2
Associated From address(es) for new emails: click the box and pick your email address. Now every new email you send from that address starts with this signature.
- 3
Associated From address(es) for replies: pick the same address to use this signature when you reply and forward too.
- 4
Click Save at the bottom of the pane. (When you edit a signature later, the button says Update.)
The step almost everyone misses
Zoho says you need to link the signature with your From address for it to appear automatically. Skip the address boxes and the signature just sits in Settings, unused. It's the number one Zoho Mail signature problem we fix for clients.
Turn On Signatures for Replies
One more switch. Click the gear icon next to the Signature heading (above your list of signatures). Under Signature for replies, check Add signature to all my email replies.
Why both settings?
The reply address in step 5 decides which signature goes on replies. This checkbox decides whether replies get a signature at all. Zoho won't add one to replies until it's checked, even if you linked a reply address.
Send Yourself a Test
Click New Mail and your signature should already be there. Send it to a second email address you own (or a coworker), then reply to it as well. Check that:
Your logo or photo shows up (not as an attachment or a broken image)
Your phone number, email and website links work
The signature appears on your reply, in the position you picked
It still looks right when you open the email on your phone
Switch signatures on the fly
Want a different signature on one email? While you write, click Insert Signature in the composer toolbar and pick another one. It replaces the default for that email only.
You're All Set!
Every email and reply you send from Zoho Mail on the web now carries your signature. Read on for the Zoho Mail app, multiple signatures and addresses, team accounts, and quick fixes if something looks off.
The Zoho Mail App on Your Phone
The Zoho Mail app for iPhone and Android can use the signature you just made on the web, or a separate mobile signature of its own. If your emails from the app end with "Sent using Zoho Mail," that's the app's mobile signature. To use your full signature instead, finish steps 1 through 5 on the web first, then:
In the Zoho Mail app
- Open Settings. On Android, tap the menu icon at the top left, then the Settings icon. On iPhone and iPad, tap the Settings icon in the toolbar.
- Under User Accounts, tap your account.
- Under Signature, choose to use your desktop signature.
- Tap the refresh icon next to Sync desktop settings (called Sync web settings on iPhone) to pull in your latest signature.
Labels can vary a little between app versions and between iPhone and Android.
Our advice
Use your desktop signature so every email matches, wherever you send it from. Changed your signature on the web later? Tap the sync button again so the app picks up the new version. On Android you can also switch signatures while writing: tap the More (three dots) menu and choose Insert Signature.
Note: this covers Zoho's own app. If you read your Zoho email in another app, like Apple Mail or Outlook, that app uses its own signature setting, not this one.
Multiple Signatures and Addresses
A full signature for new emails, a short one for replies
Because new emails and replies have their own address boxes, you can make two signatures: a full one with your logo linked under new emails, and a short one (name and phone) linked under replies. Long email threads stay tidy and first impressions still get the full version.
Aliases, group addresses and other accounts
The address boxes list every From address you can send as, grouped by type: your primary address, aliases, external accounts, group addresses and addresses delegated to you. Link each one to the signature it should use. A separate address like orders@ or info@ can carry its own signature. To add another From address, go to Settings, then Send Mail As.
Attach your contact card
Open a signature and use Associate contact card to attach your vCard to every email sent with it, so people can save your details in one click. Pick the contact and click Update.
Editing a signature later
Click the signature in your list to open it, make your changes, and click Update. Then resync the Zoho Mail app if you use it.
Zoho Workplace and Team Accounts
A signature with a lock icon
Zoho administrators can set a signature for each person in the organization. An admin-assigned signature shows a lock icon, and you can't edit it or link a different signature to that address. Ask whoever runs your Zoho account to make changes.
Extra text under your signature
Seeing legal or confidentiality text you didn't write? That's usually an email disclaimer your organization adds to outgoing mail from the Zoho Admin Console. It's separate from your signature, so you won't find it in your signature settings.
Setting up a whole team?
Sanden Solutions builds matching signatures for small business teams and installs them in Zoho Mail, Gmail, Outlook and Apple Mail for you. Get in touch and we'll take it from there.
Troubleshooting
The problems we run into most often when setting up Zoho Mail signatures for clients, and how to fix each one.
My signature doesn't show up when I write a new email
This is almost always a missing link to your address. Open Settings, then Signature, click your signature, and check that your address is listed under Associated From address(es) for new emails. Click Update after you change it.
Look at the From line in the email you're writing, too. If it shows an alias or another address, that address needs a signature linked to it as well.
My replies go out without a signature
Click the gear next to the Signature heading and check Add signature to all my email replies. Zoho says signatures are not added to replies at all until that box is checked.
Then open your signature and make sure your address is listed under Associated From address(es) for replies.
My logo is missing or shows as a broken image
The image has to live at a public web address that anyone can open. Zoho points this out for signatures made with Insert HTML: if the logo sits on your computer or behind a login, the people you email can't load it.
When you upload a logo to our Email Signature Generator, it hosts the image for you, so the signature you paste already uses a public web address. Some email apps also hold back pictures until the reader chooses to show them, which nothing in your signature can override.
The HTML code shows up as text
Code pasted straight into the editor is treated as plain text. Delete it, then either paste the finished signature (the Copy Signature button in our generator) or paste the code through the Insert HTML option.
My formatting, logo and links disappeared
You're probably writing in Plain text mode. Zoho says formatting in a signature, including images and links, isn't shown in plain text emails. Switch the composer back to Rich Text with the dropdown at the right corner of the composer, or change the default editor in Compose settings.
My logo is huge
Click the logo in the signature editor and pick a smaller size from the image options (Small, Best Fit or Original). Some email apps show images at their original size no matter what, so the safest fix is a logo that's already small, like the ones our generator makes.
There's a lock icon and I can't edit my signature
Your administrator assigned that signature. Zoho doesn't let you edit it or link a different signature to the same address, so ask whoever manages your Zoho account.
The Zoho Mail app shows an old signature or "Sent using Zoho Mail"
The app is using its own mobile signature, or it hasn't synced your latest changes. In the app, open Settings, tap your account, choose your desktop signature under Signature, then tap the refresh icon next to Sync desktop settings (see the Zoho Mail app section above).
Still stuck? Zoho keeps its own reference in Create a signature for your email.
Frequently Asked Questions
Need a Signature Worth Pasting?
Make a professional Zoho Mail signature in about two minutes with our free Email Signature Generator. Add your logo, contact details and social links, then copy and paste. No signup, no watermark.