# Email Signature > Set the display name and plain-text signature Cooper adds to email sent from your connected Gmail or Outlook mailbox, and see exactly which emails get the signature and which don't. Source: https://docs.cooperbuild.ai/account/email-signature Last updated: 2026-10-06 Keywords: email signature, signature, sign-off, display name, from name, sender name, reply-to, reply to address, email profile, gmail signature, outlook signature, mailbox settings, email settings, profile settings email The **Email Signature** tab is where you control how your email looks to the people you write to from Cooper. You set the **display name** recipients see in their inbox and a **signature** that Cooper adds to the end of every email it sends from your connected Gmail or Outlook mailbox. The same tab shows your connected mailboxes, so you can also connect, disconnect and choose a default mailbox here. The settings are personal. They belong to your own mailbox, and nobody else in your workspace can see or change them. ![The Email Signature tab with the Your mailboxes card, the Display Name, Default Reply-To Address and Email Signature fields, and the Save Changes button](https://docs.cooperbuild.ai/screenshots/account/email-signature.png) *Screenshot: The Email Signature tab. 1: Your mailboxes, 2: Display Name (From), 3: Default Reply-To Address, 4: Email Signature, 5: Save Changes.* ## Key concepts | Term | What it means | |---|---| | **Mailbox** | The Gmail or Microsoft 365 (Outlook) account you connected to Cooper. You can connect one of each. See [Inbox](https://docs.cooperbuild.ai/connect/inbox.md). | | **Display name** | The name shown next to your address in the recipient's inbox, for example "Jane Smith". | | **Signature** | Plain text that Cooper adds to the end of an email when it sends it from your mailbox. | | **Default mailbox** | With Gmail and Outlook both connected, the mailbox Cooper uses for automatic emails, such as meeting invitations and sequence emails. | | **Email profile** | Cooper's name for the display name and signature together. Each connected mailbox has its own. | ## Open the Email Signature tab 1. At the bottom of the sidebar, click your name (or your picture if the sidebar is collapsed). 2. Click **Account settings**. 3. Click the **Email Signature** tab. The page address is `/auth/profile-settings/email`. Every signed-in user can open this tab. It needs no admin permission, because it only changes your own mailbox. ## Set your display name and signature ### Step 1: Connect a mailbox first Your display name and signature are stored with a connected mailbox. If the card at the top says **No mailbox connected**, click **Continue with Google** or **Continue with Microsoft** and finish signing in. See [Connect your Gmail or Outlook mailbox](https://docs.cooperbuild.ai/connect/inbox.md#connect-your-gmail-or-outlook-mailbox). ### Step 2: Pick the mailbox (two mailboxes only) If you have Gmail and Outlook both connected, click the **Gmail** or **Outlook** tab above the fields. Each mailbox has its own display name and signature. With one mailbox there are no tabs. ### Step 3: Enter your display name In **Display Name (From)**, type the name you want recipients to see, for example "Jane Smith". ### Step 4: Write your signature In **Email Signature**, type your signature, for example your name, job title, company and phone number. Use plain text only. ### Step 5: Save Click **Save Changes**. Cooper confirms with **Email profile saved**. With two mailboxes, the message names the mailbox, for example **Gmail email profile saved**. The new signature applies to email you send after you save. Emails already sent don't change. ## Which emails get your signature Cooper adds your signature when it sends an email **from your own connected mailbox**. It does this at the moment of sending, for every kind of email that goes out through your mailbox. | Email | Signature added? | |---|---| | A new email you write in [Inbox](https://docs.cooperbuild.ai/connect/inbox.md) | Yes | | A reply, reply-all or forward you send in Inbox | Yes | | An email an AI agent sends for you from your mailbox, after you approve it | Yes | | A draft, once you send it from Cooper | Yes, when it is sent | | A sequence (campaign) email sent from your mailbox | Yes | | A meeting invitation Cooper sends from your mailbox as the host | Yes | | A follow-up nudge or email reply you send from an [action item](https://docs.cooperbuild.ai/connect/action-items.md) | Yes | | A draft that is saved but not sent | No. The signature is added only when the email is sent. | | A draft you finish and send in Gmail or Outlook itself, outside Cooper | No. Cooper only signs email that it sends. | | An email an agent sends through your workspace's shared email service instead of your mailbox | No | | An email an agent hands you as a "mailto" link to send from your own email app | No | | A meeting invitation Cooper sends from its own address because your mailbox couldn't send it | No | | Notifications Cooper sends from its own address, such as task, mail and security emails | No | With Gmail and Outlook both connected, the signature of the mailbox that sends the email is used: - A new email uses the mailbox whose tab is open in Inbox. - A reply always goes from the mailbox the thread arrived in, with that mailbox's signature. - Automatic emails use your default mailbox. ## What the signature looks like to recipients - In the plain-text version of the email, Cooper adds a blank line, a line with two dashes (`--`) and then your signature. - In the formatted version, Cooper adds the signature below your message, after a thin grey line, in smaller grey text. The copy of a sent email that you see in Cooper's Inbox shows the message you wrote, without the signature. The recipient's copy, and the copy in your Gmail or Outlook **Sent** folder, include it. AI agents show you a preview before they send an email for you. The preview shows the message body only. The signature is added when the email is sent. ## Change your display name 1. Open the **Email Signature** tab. 2. If you have two mailboxes, pick the **Gmail** or **Outlook** tab. 3. Change **Display Name (From)**. 4. Click **Save Changes**. If you leave **Display Name (From)** empty, Cooper sends with your email address only. Gmail then shows the name from your Google account's "Send mail as" setting, and Outlook shows the name on your Microsoft account. ## Remove your signature 1. Open the **Email Signature** tab. 2. If you have two mailboxes, pick the **Gmail** or **Outlook** tab. 3. Delete all the text in **Email Signature**. 4. Click **Save Changes**. Emails you send after that have no signature. ## About the Default Reply-To Address field The **Default Reply-To Address** field is meant to send replies to a different address than the mailbox you send from. At the moment Cooper doesn't save this field. After you leave and reopen the tab it is empty again, and replies to your emails go to the address of the mailbox that sent them. > **Note: Replies go to your mailbox** > > Until the reply-to setting is saved, recipients who click **Reply** answer the Gmail or Outlook address you sent from. ## Manage your mailboxes on this tab The card at the top of the tab is the same mailbox card described in [Inbox](https://docs.cooperbuild.ai/connect/inbox.md). From here you can: - **Connect** a mailbox with **Continue with Google** or **Continue with Microsoft**, or add the second one with **Connect Gmail** or **Connect Outlook**. - See each mailbox's **Connected since**, **Live sync** and **Last synced** details. - Click **Make default** to choose the default mailbox when two are connected. - Click **Disconnect** to remove a mailbox. - Click **Refresh** to reload the connection status. If you disconnect a mailbox and later connect the same kind of mailbox again (Gmail or Outlook), your saved display name and signature for it come back. ![The Email Signature tab with Gmail and Outlook both connected and the Gmail and Outlook tabs above the fields](https://docs.cooperbuild.ai/screenshots/account/email-signature-two-mailboxes.png) *Screenshot: Two mailboxes connected. 1: the Default badge, 2: Make default, 3: the Gmail and Outlook tabs, 4: the signature for the selected mailbox.* ## Fields reference | Field | Required | What it means | |---|---|---| | **Display Name (From)** | No | The name recipients see in their inbox. Empty means your address only. | | **Default Reply-To Address** | No | Shown on the form but not saved at the moment. See [About the Default Reply-To Address field](#about-the-default-reply-to-address-field). | | **Email Signature** | No | Plain text added to the end of every email sent from this mailbox. Empty means no signature. | | **Gmail** / **Outlook** tabs | Only with two mailboxes | Which mailbox's display name and signature you are editing. | ## Permissions - Every signed-in user can set their own display name and signature. No admin permission is needed. - You need a connected Gmail or Outlook mailbox. The settings are stored with that mailbox. - Nobody else, including admins, can see or change your signature in Cooper. ## Tips and best practices - **Keep the signature short.** Name, title, company and one phone number is enough. Long signatures crowd short replies. - **Write each line clearly.** The plain-text version keeps your line breaks. Some email apps show the formatted version, so make sure the signature still reads well if the lines run together. - **Don't repeat your name.** AI agents end the emails they write for you with a sign-off. If your signature also starts with your name, consider starting it with your job title instead. You can set how agents sign off in [Cooper AI Profile](https://docs.cooperbuild.ai/account/ai-profile.md). - **Set a signature for each mailbox.** With Gmail and Outlook both connected, fill in both tabs. A mailbox with no signature sends without one. - **Set a display name.** Without one, recipients may see whatever name your Google or Microsoft account has, which may be out of date. ## Troubleshooting ### Error: No mailbox is connected yet. Please connect Gmail or Outlook first. Your display name and signature are stored with a connected mailbox, so Cooper can't save them without one. Click **Continue with Google** or **Continue with Microsoft** in the card at the top of the tab, finish signing in, then click **Save Changes** again. ### My signature isn't on an email I sent Check how the email was sent. Cooper adds the signature only to email sent from your connected mailbox through Cooper. It doesn't add it to drafts you finish in Gmail or Outlook, to email an agent sent through your workspace's shared email service instead of your mailbox, or to Cooper's own notification emails. See [Which emails get your signature](#which-emails-get-your-signature). If you have two mailboxes, check that the mailbox that sent the email has a signature. ### I don't see my signature on the sent email in Cooper That's expected. Cooper's Inbox shows the message you wrote, without the signature. Open the email in your Gmail or Outlook **Sent** folder, or ask the recipient, to see the signed version. ### The AI agent's email preview has no signature That's expected. The preview shows the message body. Cooper adds the signature when the email is sent from your mailbox. ### The Default Reply-To Address I entered disappeared Cooper doesn't save this field at the moment. Replies go to the address of the mailbox that sent the email. See [About the Default Reply-To Address field](#about-the-default-reply-to-address-field). ### Recipients see the wrong name Set **Display Name (From)** and click **Save Changes**. If the field is empty, Gmail uses your "Send mail as" name and Outlook uses your Microsoft account name. With two mailboxes, set the name on both the **Gmail** and **Outlook** tabs. ### My Gmail and Outlook signatures are mixed up Each mailbox has its own signature. Click the **Gmail** tab, check its signature, then click the **Outlook** tab and check that one. Replies always use the signature of the mailbox the thread arrived in. ### Error: Failed to save email profile Cooper couldn't save your changes. Refresh the page and try again. If it keeps happening, check that your mailbox is still connected in the card at the top of the tab. ### Error: You don't have permission to perform this action. Please contact your administrator. Your workspace has restricted email access for your role. Ask your administrator to give you access to email. ## For AI agents No MCP tool reads or changes the display name or signature. The user sets them on this tab (`/auth/profile-settings/email`). If a user asks an agent to change their signature, send them to this tab. The signature still affects the email tools: | Tool | Signature behaviour | |---|---| | `email_inbox_manage` (`send`, `reply`) | Sends from the user's connected mailbox. The signature of the sending mailbox is appended at send time. A `reply` uses the thread's own mailbox and its signature. | | `comm_send_email` (`mode: "send"`) | When the email goes out through the user's linked mailbox (`provider: "auto"` with a mailbox linked, or `provider: "gmail"`), the signature is appended. When it goes through the workspace's SendGrid or Resend service (`provider: "tenant"`, or `auto` with no mailbox), no signature is added. | | `comm_send_email` (`mode: "save_draft"`) | Saves a draft with no signature. The signature is added if the draft is later sent through Cooper. | | `comm_send_email` (`mode: "mailto"`) | Returns a link. Cooper adds nothing. | Rules for agents: - **Previews don't include the signature.** The `draft` / `preview` output of `comm_send_email` and the `mode: "preview"` output of `email_inbox_manage` show the body only. When you show the user a preview, you can say that their saved signature will be added below the message. - **Don't type the signature into the body.** If the user has a signature, it is appended automatically, and writing it out yourself duplicates it. Write the body with a normal sign-off, following the user's AI profile email rules. - **The From name** comes from **Display Name (From)**. The `comm_send_email` draft returns `from.nameSource` and `from.nameSourceNote`. When `nameSource` is `gmail_account` or `outlook_account`, no display name is set in Cooper; tell the user they can set one on this tab. - **`replyTo` is not applied.** The Default Reply-To Address on this tab is not stored, and the `replyTo` parameter of `comm_send_email` is not passed to the sending mailbox or service. Don't promise the user a custom reply-to address. - **No mailbox:** `requiresSetup: true` with a `setupUrl` pointing at this tab means the user must connect Gmail or Outlook here first. ## Related - [Inbox](https://docs.cooperbuild.ai/connect/inbox.md): connect Gmail or Outlook, and read and send email. - [Cooper AI Profile](https://docs.cooperbuild.ai/account/ai-profile.md): how agents write, sign off and send on your behalf. - [My Details](https://docs.cooperbuild.ai/account/my-details.md): your name and contact details in Cooper. - [Connections](https://docs.cooperbuild.ai/account/connections.md): connect your own accounts in other systems.