Mail Signatures & Identities

Configure professional email signatures and manage multiple sender identities (e.g., work vs. personal email).

Part 1: Creating an Email Signature

Step 1: Open Settings

1. Click the gear icon ⚙ (Settings) in the top toolbar
2. Select Mail → Signatures

Step 2: Add a New Signature

Click Add Signature or the + button.

Step 3: Write Your Signature

Enter your signature text. SOGo 5 supports plain text signatures.

Recommended signature format:

Best regards,
John Doe
Project Manager | Company Name
Phone: +49 123 456 789
Email: john.doe@company.com

Step 4: Choose Signature Placement

Select when the signature is inserted:

Option	Behavior: How signature is inserted
Append to new messages only	Signature added to new emails, not replies
Append to all messages	Added to both new and replied/forwarded messages
No automatic insertion	Manually insert via the compose toolbar

Step 5: Set as Default

If you have multiple signatures, choose which one is used by default.

Step 6: Save

Click Save to apply.

Part 2: Inserting Signature Manually

When composing a message, you can insert a signature:

1. Click the Signature button in the compose toolbar
2. Select which signature to insert
3. The signature is added at your cursor position

Part 3: HTML Signatures (Advanced)

SOGo 5 primarily supports plain text signatures. For rich signatures with images or formatting:

1. Create your HTML signature in an external editor
2. Copy the formatted content (e.g., from Gmail or Outlook)
3. Paste it into the signature field — SOGo 5 preserves basic formatting

tip

Best practice: Keep signatures plain text for maximum compatibility across email clients.

Part 4: Managing Identities

Identities let you send email as different addresses from the same SOGo 5 account.

Step 1: Open Settings

Go to Settings → Mail → Identities

Step 2: View Your Identities

You'll see your primary identity (the email address associated with your SOGo 5 account). Additional identities may appear if configured by your administrator.

Step 3: Add an Auxiliary Identity

If enabled by your administrator (SOGoMailAuxiliaryUserAccountsEnabled):

1. Click Add Identity
2. Enter:
   • Full Name — Display name for recipients
   • Email Address — The address to send from
   • Reply-to Address — (optional) Different address for replies
3. Click Save

Step 4: Switch Identity When Composing

When writing a new message:

1. Look for the From field in the compose window
2. Click the dropdown arrow next to your email address
3. Select which identity to send as

Example: Work + Personal Setup

Identity 1 (Default):
  Name:  John Doe
  Email: john@company.com
  Signature: Professional (title, phone, company)

Identity 2 (Auxiliary):
  Name:  John D.
  Email: john.doe@gmail.com
  Signature: Casual (name only)

When composing a personal email, switch to Identity 2.
Work emails default to Identity 1.

Conclusion

Signatures and identities help you communicate professionally. Set up a clean signature and add auxiliary identities if you manage multiple email addresses.

Accessibility

Keyboard Navigation

SOGo 5 supports full keyboard navigation for managing signatures and identities.

Action	Keyboard Shortcut: What key to press	Notes: Additional information
Open Settings	Alt+S or Tab to gear icon, Enter	Top toolbar
Navigate to Mail section	Tab through settings sidebar	Arrow keys to Mail option
Navigate to Signatures	Tab or arrow keys to Signatures link	Under Mail settings
Navigate to Identities	Tab or arrow keys to Identities link	Under Mail settings
Add new signature	Tab to Add Signature button, Enter	Opens signature editor
Focus signature name field	Tab	First field in editor
Focus signature text area	Tab	Body of the signature
Save changes	Tab to Save button, Enter or Ctrl+S	Applies settings
Insert signature in compose	Alt+I or Tab to Signature button	In compose toolbar
Switch sender identity	Tab or Shift+Tab to From dropdown	In compose window
Delete signature	Tab to delete / remove button, Enter	Confirm deletion
Close settings	Escape	Returns to main interface

Screen Reader Workflow

Creating an Email Signature

Step 1: Open Settings

1. Tab to the gear icon (Settings) in the top toolbar
2. Enter to open settings
3. Screen reader: "Settings menu"

Step 2: Navigate to Mail → Signatures

1. Tab through the settings sidebar to "Mail" option
2. Enter to expand Mail options
3. Arrow keys or Tab to "Signatures" link
4. Enter to open signature management
5. Screen reader: "Mail Signatures"

Step 3: Add a New Signature

1. Tab to "Add Signature" or "+" button
2. Enter to create new signature
3. Screen reader: "Add Signature, dialog" or "New signature, edit"

Step 4: Name and Write Your Signature

1. Tab to the signature name field
2. Type a name (e.g., "Professional")
3. Tab to the signature text area
4. Type your signature content (name, title, contact info)
5. Screen reader: "Name, edit" then "Signature, content editable"

Step 5: Set Signature Placement

1. Tab to placement dropdown
2. Arrow keys to select option: "Append to new messages only", "Append to all messages", or "No automatic insertion"
3. Screen reader: "Placement, combo box, [selected option]"

Step 6: Set as Default (Optional)

1. Tab to default signature dropdown if available
2. Arrow keys to select your preferred default
3. Screen reader: "Default signature, combo box"

Step 7: Save the Signature

1. Tab to the "Save" button
2. Enter to apply changes
3. Screen reader: "Signature saved" or "Mail Preferences Saved"

Switching Sender Identity (When Composing)

Step 1: Open Compose Window

1. From inbox, press c or Tab to Compose button, Enter

Step 2: Change From Address

1. Tab backwards (Shift+Tab) from To field to locate the From field
2. Screen reader: "From, combo box, [current address]"
3. Enter or arrow keys to expand dropdown
4. Arrow keys to select different identity
5. Enter to confirm selection
6. Screen reader: "From, [selected identity]"

Common Screen Reader Announcements:

Announcement: What screen reader says	Meaning: What it means	Action: What to do
"Mail Signatures, heading"	Signature settings page loaded	Proceed to add or edit signatures
"Add Signature, button"	Create new signature	Press Enter to start
"Signature, edit"	Signature text area focused	Type your signature content
"Placement, combo box"	Signature insertion mode	Arrow keys to choose option
"Save, button"	Changes ready to apply	Press Enter to save
"Mail Preferences Saved"	Settings updated successfully	Continue to next task
"From, combo box"	Sender identity selector	Arrow keys to change identity
"Delete signature, button"	Remove this signature	Press Enter, confirm

Visual Content Descriptions

mail-signatures.png: This 3-second animated GIF shows creating a new email signature in SOGo 5.

• Frame 1 (0-1s): Settings screen with Mail → Signatures selected, cursor hovering over "Add Signature" button
• Frame 2 (1-2s): Signature editor open with name field filled ("Professional") and user typing signature text (name, title, contact info)
• Frame 3 (2-3s): Save button clicked, signature appears in the signatures list with confirmation message

Screen Reader Alternative: If you cannot view this GIF, please use the Screen Reader Workflow: Creating an Email Signature above. It provides the same information in text format suitable for screen readers.

Duration: 3 seconds, 3 frames
File size: 22 KB (approximate)

High Contrast Mode

SOGo 5 currently does not have built-in high contrast mode. Workarounds for low-vision users:

Browser/OS-Level High Contrast:

1. Windows: Win+Ctrl+C toggles high contrast → Settings → Ease of Access → High Contrast
2. macOS: System Preferences → Accessibility → Display → Increase contrast
3. Browser Extensions: Dark Reader, High Contrast (Chrome)

Signature Settings Accessibility: All form fields (name, text area, placement) have associated labels. Use Tab to navigate between fields. Screen readers announce field labels and current values. The Signatures list supports standard keyboard navigation with arrow keys and Enter to activate.