How to add a signature in Zimbra webmail

If you already have a signature, copy it and follow the steps below. If you need one, make it free on Signatoro, then click "Copy signature".

Zimbra runs at many hosting companies, universities and businesses, each at its own web address, and comes in two versions: the Modern web app and the Classic one. This guide covers both.

Add a signature in Zimbra's Modern web app

To add a signature in the Modern Zimbra web app:

1. Click the gear icon, then "Settings".
2. Click "Signatures" in the left pane.
3. Click "Add a signature" and give it a name.
4. Paste the signature into the box and click "Save".
5. Set it as the "Standard signature" (new emails) and the "Reply or forward signature" (replies and forwards).

Add a signature in Zimbra's Classic web app

To add a signature in the Classic Zimbra web app:

1. Go to the "Preferences" tab, then "Signatures".
2. Type a name for the signature in the "Name" box.
3. Leave the editor on "Format as HTML" and paste the signature into the box.
4. Under "Using Signatures", pick the signature as the default for each address you send from.
5. Choose where it goes in replies: "Above included messages" puts it under your reply, "Below included messages" at the end.
6. Click "Save".

Change your Zimbra signature

To change a Zimbra signature, open it where you created it: gear icon > "Settings" > "Signatures" in the Modern web app, or "Preferences" > "Signatures" in the Classic one. Delete what is in the box, paste the new signature from Signatoro, and click "Save".

Zimbra signature questions

Which Zimbra web app do I have, Modern or Classic?

The Modern Zimbra web app has a gear icon with "Settings" in it, and its signatures are under "Settings" > "Signatures". The Classic Zimbra web app has a "Preferences" tab, with "Signatures" inside it.

Why does Zimbra say "HTML Signature exceeds maximum length"?

Zimbra caps a signature's HTML, tags included, at 10,240 characters by default, and shows "HTML Signature exceeds maximum length" when a pasted signature goes over it. Only the people who run your Zimbra server can raise the limit. Ask them, or build a shorter signature on Signatoro and paste that.

How do I add a logo to my Zimbra signature?

In the Classic Zimbra web app, a logo needs the signature editor set to "Format as HTML". In the Modern Zimbra web app, Zimbra added images in signatures in version 10.0.6, so a Modern server older than that may not keep a logo. A logo uploaded to Signatoro is hosted at a public web address with a fixed pixel width, so it loads from that address when the email opens. After pasting into Zimbra, send yourself a test email to check the logo arrives.

Why is my Zimbra signature not showing images or formatting?

In the Classic Zimbra web app, a signature shows no images or formatting when the editor is set to plain text. Open "Preferences" > "Signatures", switch the editor back to "Format as HTML" and paste the signature again. Zimbra's Classic guide says images and links in a signature need HTML format.

Why is my Zimbra signature not on my replies?

In the Modern Zimbra web app, a signature appears on replies and forwards only when it is set as the "Reply or forward signature"; the "Standard signature" covers new emails only. In the Classic Zimbra web app, check the default signature for each address under "Preferences" > "Signatures" > "Using Signatures".

Can I have a different signature for each address in Zimbra?

Yes, in the Classic Zimbra web app. Each address you send from (Zimbra calls them personas) can have its own signature. Pick one per address under "Preferences" > "Signatures" > "Using Signatures", or from the persona's settings on the "Accounts" page.

How do I choose a different signature for one email in Zimbra?

In the Classic Zimbra web app, you can pick a signature for a single email while writing it: open "Options", then "Signatures", and choose the signature you want. The default for all other emails is set under "Preferences" > "Signatures" > "Using Signatures".

For agents

If you're an assistant setting this up on someone's behalf: ask whether the person sees the Modern web app (gear icon > "Settings") or the Classic one ("Preferences" tab). In Modern, set both "Standard signature" and "Reply or forward signature". In Classic, keep "Format as HTML" on and set the default under "Using Signatures" for each address. Paste the signature as formatted text, exactly as copied. A "maximum length" error needs the server's admin.

Sources

Checked against Zimbra's own documentation on 2026-09-25:

• User's guide for Modern Web App
• User's Guide for Zimbra Classic Web App
• HTML Signature exceeds maximum length of 10,240
• Adding images in your email signatures in Modern UI