Email signature management in Microsoft 365 (Office 365)/Exchange Online

Native email signature functionalities

In Microsoft 365 (Exchange Online), available options allow the administrator to manage email signatures but in a very limited way. Common weaknesses are that:

  • signatures can only be inserted at the very bottom of an email conversation, which, in reply/forward messages, leads to growing signature pile at the end of the email conversation
  • white spaces in signatures (left when no values were pulled from empty fields in Active Directory) cannot be removed on the fly
  • images cannot be embedded in the email signature (recipients get them as attachments)
  • email signatures cannot be managed by non-admin Microsoft 365 users
  • users cannot see the signature in their email client before sending an email or choose one of the available designs.

 

How difficult is it to deploy email signatures?

Ready for improved email signatures in your Microsoft 365?

We have a solution for you.

CodeTwo Email Signatures for Office 365 is a cloud-based software that lets you create and centrally manage email signatures and disclaimers for all users in your Office 365 (Microsoft 365) tenant. The service is easy to set up and works with all email clients (including mobile devices).

 

How does CodeTwo Email Signatures for Office 365 work?

CodeTwo Email Signatures for Office 365 is a cloud-based software that lets you create and centrally manage email signatures and disclaimers for all users in your Office 365 (Microsoft 365) tenant. The service is easy to set up and works with all email clients (including mobile devices).

Signature modes: Signatures can be added in different ways, depending on the signature mode in which the software operates: server-side, client-side or combo. Signature mode is first selected when you register your Office 365 tenant to our service but can be later changed at any time.

  • When working in server-side signature mode (default), the program sets up the send and receive connectors that route all emails from your Microsoft 365 tenant to the CodeTwo Email Azure Service that resides on Microsoft Azure.
  • When you send a message from any device or email client, the CodeTwo Email Azure Service gets that message and, based on specified conditions, stamps it with the signature. Once the email had been processed, it is sent back to the Microsoft 365 tenant  and then the message is delivered to original recipients (no email leaves Microsoft datacenters at any point to get the signature).
  • All recipients receive your emails that contain with a professionally designed signature.

When working in client-side mode, users get email signatures directly in their Outlook desktop apps when composing an email. Thanks to a dedicated add-in, which automatically synchronizes with our services, signatures are always up to date. Users can freely browse through signatures set up by administrators or dedicated users in the Manage Signatures App.

Works with all email clients. It’s a combination of server-side and client-side modes. A signature is added as you type an email in Outlook. If you use other email clients, a signature is added after an email is sent. Requires setup of Office 365 connectors and installation of CodeTwo Signatures Add-in for Outlook.

A brief comparison of Microsoft 365 native signature options and CodeTwo Email Signatures for Office 365

FunctionalityMicrosoft 365 native signatureCodeTwo Email Signatures for Office 365
Email signatures added right under the latest reply/forward message

Microsoft 365 is not able to identify separate emails in an email chain, so when a user sends a reply or forward message, the email signature is inserted at the very end of an email conversation. CodeTwo Email Signatures for Office 365 always put the signature right under the latest email.

Email signatures are inserted at the very bottom of the email chain. 


Email signatures are added right under the latest email.

Email signatures added with side banners



Convenient picker to select Active Directory placeholders 



White spaces in the signature removed automatically 

If some fields in Active Directory are empty, your signature will display white spaces instead of certain values. The signature may look awkward at best and you may find yourself in a bit embarrassing situation.



The mobile value in Active Directory is empty what results in white spaces in the signature.



The whole line where mobile number was supposed to appear has been removed.

The signature is visible while composing an email message

100% GUI signature template editor


In Microsoft 365, you need to compose your email signature using pure HTML code with no formatting tools.


With CodeTwo Email Signatures for Office 365 you get a WYSIWYG signature template editor.

Logos and photos embedded in email signatures


Images in Microsoft 365 signature added from the Internet source are not displayed in Outlook or OWA by default.


Images and photos are embedded directly within the email body therefore displayed properly.

Email signatures added directly in Outlook desktop apps (option)

Using centrally managed client-side signatures gives more control over email signatures to users

Support for all email clients and mobile devices

Talk to us, get started today with a Windows 10 and Microsoft 365 solution.
You can also contact our team for a demo.

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