iPhone Email Signature – How to Manage It

How to Control an iPhone Email Signature We get these two questions all the time – in fact, usually multiple times per day: “I’m using Xink, but I don’t see my new email signature when sending emails from my iPhone. Why is that?” “How do we control iPhone email signatures for all company users?” Both are really […]

Published: 9/2/2015 by Eric Kotchi

How to Control an iPhone Email Signature

We get these two questions all the time – in fact, usually multiple times per day:

  1. “I’m using Xink, but I don’t see my new email signature when sending emails from my iPhone. Why is that?”
  2. “How do we control iPhone email signatures for all company users?”

Both are really good questions. Now let’s go about answering them by starting at the beginning.

Mobile Email Apps: Noble Yet Flawed

The standard email apps that are found on smartphones are native, built-in features. This makes them incredibly easy to set up; to use an email app on your smartphone, there is typically no need to download anything prior to getting started. This built-in functionality is great for the layperson, but it can make it difficult to control your email signature – particularly if you’re hoping to do it across an organization. In this article, I focus on the native email app for iPhone and explain how to change your iPhone email signature.

The iPhone email app works with a variety of mail platforms such as Office 365, Google Apps, AOL, and more. Your email app is configured to connect to your email account on your company server (on-premises Exchange) or in the cloud (Office 365m, Google, etc.), and retrieve and send your emails. The email app is just a program (or an app) that suits this exact purpose, and in fact there are many email apps available on the market which do exactly this: connect to your mailbox and let you retrieve and send emails. Some of the latest include Outlook, CloudMagic, Inbox, and others.

Though your phone’s email application may be built-in, in general terms, an email app is an independent program that many other software providers make. However, in the case of the native email app for iPhone, Apple has made this program a permanent installation on your device, making it extremely easy for you to set up.

So what’s the problem?

The iPhone Email App’s Hidden Secret

It’s a good question. If the email app is built-in and easy to use, what is the problem? The problem is that the native email app on iPhone only supports one method for adding or changing your email signature, and that is via your iPhone’s “Settings.”

iPhone email signature

When you enter your setting for the first time, you will see that the email signature is set by default to “Sent from my iPhone.” This signature is well-known, and it is a brilliant way for Apple to brand themselves through your emails. Of course, the tactic has worked so well that other manufacturers followed suit, leading to signatures like “Sent from my Windows Phone” and other branded salutations!

So, let’s say you like your iPhone, but not enough to include its name in every single one of your email signatures. How do you change it? If you want to change the iPhone email signature, you need to enter your settings and manually update it. Which is fine, we guess, except that it’s cumbersome and results in many limitations.

What are these limitations? For one, this is the only way that Apple allows you to change the email signature on your iPhone! If you want to be able to see the signature while you’re composing your email, there is no other way of doing it. Unfortunately, Apple has not provided a means of changing this in any other way. It does not retrieve email signatures servers and it is not possible to change it by other means. Sorry to say but it is not our fault that Xink does not update your iPhone email signature!

The only way for you to change the iPhone email signature is to do it manually – again, IF you want to see the email signature while composing the email, that is. It is always possible to change the signature after the email has been sent by applying a rerouting solution. And perhaps you don’t care if the signature is present while composing your email; in this case, our Xink Rerouting App will suit your needs. But if you want to see your signature while you’re drafting up your message, there is currently no other choice than to choose an email app that supports this (currently, the only one is “Gmail for iPhone” which requires you to use your gmail account, but that’s another story).

Enter Our Solution: The Xink Email Rerouting App

Regarding our rerouting solution, this is a feature that Xink will be releasing soon as a supplement to the other apps and integration options you currently have with Xink. We call it the Xink Email Rerouting App. With our Xink Email Rerouting App, you will be able to change the text “Sent from my iPhone” after the email has been sent – just like shown in the illustration below:

iphone-email-signature

You can use the email reroute solution to change your iPhone email signature or any like signature from other devices, such as an iPad, Windows phone, Android device, or other similar mobile handset. At Xink, we strive to embed your signature so that it’s visible while composing the email because we think it provides the best user experience. However, if that is not possible, as is the case with the iPhone email signature, we believe that our rerouting option is the next best thing.

But this is a subject for a whole other post. Right now, we want to focus on the iPhone email signature. You will see many posts about this cool new app in the future, as well as a lot of other articles covering apps and case studies. We promise!

Is Apple the Only Company with Such Limitations?

Nope. The built-in email app on Windows and Android phones has the same problem. There is, in fact, no built-in native email app on any smartphone that enables the email signature to be updated by any other means than manually changing it yourself by typing with your fingers on the screen. Reroute is the only option here, but even then, the email signature is changed after the email is sent.

So, que pasa?

We hope that in the future, Apple will offer some kind of functionality for externally updating the iPhone email signature. We have been in dialogue with Apple regarding this matter, but it seems like it is not a priority for them. So in the meantime, look forward to launching Xink Email Rerouting App! At least we start by supporting Office 365 to begin with with the Email rerouting app-.

Happy App’ing…