In Roundcube you can set up multiple identities to send mail from different addresses, each with its own signature. This is essential if you manage several email addresses or want a professional look. In this article we explain step by step how to configure identities and signatures.

What are identities in Roundcube?

An identity in Roundcube determines how your email is sent:

  • Display Name: The name recipients see (e.g. "Jan de Vries")
  • Email: The sender address
  • Organization: Optional company/organization
  • Reply-To: Where replies go
  • Bcc: Automatic copy to an address
  • Signature: Text below every email

You can have multiple identities and choose which one to use for each email.

Why use multiple identities?

Business vs. personal

Different roles

Departments within a company

  • One mailbox, multiple sender addresses per department

Adding an identity in Roundcube

Step 1: open Settings

  1. Log in to Roundcube webmail
  2. Click "Settings" (gear icon, top right)
  3. Select "Identities" in the left menu

Step 2: create a new identity

  1. Click the "+" icon or "Create"
  2. Fill in the fields:

Display Name (required) The name recipients see. For example:

  • Jan de Vries
  • Jan de Vries | Theory7 Support
  • Theory7 Sales

Email (required) The sender address. Note: you can only use addresses your hosting provider allows. You can't just enter a gmail.com address.

Organization (optional) Your company name. Appears next to your name in some email programs.

Reply-To (optional) If you want replies to go to a different address than the sender address. Handy for:

  • Newsletters: send from noreply@, receive at support@
  • Shared mailboxes

Bcc (optional) Automatically send a copy to this address. Useful for:

  • Keeping records
  • CRM systems that store email

Step 3: save the identity

Click "Save" to store the identity.

Setting up a signature

A professional signature contains your contact details and, if needed, legal disclaimers.

Basic signature (plain text)

  1. Go to Settings → Identities
  2. Select the identity
  3. Scroll to "Signature"
  4. Type your signature, for example:
Kind regards,

Jan de Vries
Theory7 Support

T: 020 123 4567
E: jan@theory7.net
W: www.theory7.net
  1. Click "Save"

HTML signature (with formatting)

For a more visually appealing signature:

  1. Check "HTML signature"
  2. Use the formatting tools for:
    • Bold, italic, underline
    • Color
    • Links
    • Optionally an image/logo

Example HTML signature:

Kind regards,

Jan de Vries Support Specialist | Theory7 📞 020 123 4567 📧 jan@theory7.net 🌐 www.theory7.net

Adding a logo to your signature

  1. Upload your logo somewhere online (e.g. your website)
  2. In the HTML signature editor, click "Insert image"
  3. Enter the URL of your logo
  4. Set the width (max 200px recommended)

Note: Images in signatures can:

  • Be blocked by recipients
  • Make your email larger
  • Be seen as spam when overused

A text-based signature is often more professional and more reliable.

Signature settings

Inserting automatically

Go to Settings → Composing Messages:

"Automatically add signature

  • For new messages: Yes (recommended)
  • For replies: Your choice
  • For forwards: Your choice

"Signature placement

  • Below the quoted text (default)
  • Above the quoted text (recommended for business)

Separator line

Roundcube can automatically place "-- " (two dashes, a space) above your signature. This is the standard email signature separator that email programs recognize.

Go to Settings → Composing Messages → "Force standard separator in signatures"

Choosing an identity when composing

If you have multiple identities:

  1. Click "Compose"
  2. At the top you'll see a dropdown next to "From:"
  3. Select the identity you want
  4. The matching signature is inserted automatically

Best practices for signatures

Keep it short

5 to 6 lines at most. Nobody reads a 20-line signature.

Good:

Jan de Vries
Theory7 | 020 123 4567
www.theory7.net

Too much:

Kind regards and have a nice day,

Jan de Vries
Support Specialist Grade 3
Theory7 B.V.
Customer Success Department
Hoofdstraat 123
1234 AB Amsterdam
The Netherlands
Europe
Planet Earth

Phone: +31 (0)20 123 4567
Fax: +31 (0)20 123 4568
Mobile: +31 (0)6 123 45 678
Email: jan@theory7.net
Website: www.theory7.net
LinkedIn: linkedin.com/in/jdevries
Twitter: @jdevries
[logo]
[banner]
Disclaimer: This email is confidential...

Essential information

What it should contain at a minimum:

  • Your name
  • Your job title (business)
  • Phone number
  • Optionally a website

For business email in the Netherlands, your signature must include:

  • Company name
  • KvK number (Dutch Chamber of Commerce registration number)
  • Place of establishment

Avoid

  • Quotes and sayings (unprofessional)
  • Excessive colors (looks messy)
  • Large images (slow loading, spam risk)
  • Social media icons (distracting, outdated)
💡 Professional email setup
With Theory7 you get Roundcube webmail with all features, including multiple identities. Perfect for business use with your own domain.
View email hosting →

Troubleshooting

Identity is not accepted

Problem: You can't add a new email address as an identity.

Cause: Your hosting provider only lets you send from addresses you actually own.

Solution: First create the email address in your hosting control panel, then add it as an identity in Roundcube.

Signature doesn't appear

Problem: Your signature isn't added automatically.

Check:

  1. Go to Settings → Composing Messages
  2. Check that "Automatically add signature" is turned on
  3. Check that the right identity has a signature

HTML signature looks wrong

Problem: Formatting disappears or looks different for recipients.

Cause: Not all email programs support HTML equally well.

Solution: Keep the HTML simple. Only use:

  • Bold and italic
  • Simple colors
  • Small images

Avoid:

  • Complex tables
  • Special fonts
  • Background colors

Frequently asked questions

How many identities can I create? That depends on your hosting provider. Most allow an unlimited number, but you can only send from addresses you own.

Can I use a Gmail address as an identity? Only if your hosting provider allows it (usually not). Most servers block this to prevent spam.

Does my signature count toward the message size? Yes, a large signature with images makes your email larger. Keep it compact.

Can I use a different signature for replies? Not by default in Roundcube. You can, however, change where the signature is inserted, or edit it manually.