This guide explains how to manage email signatures centrally in Microsoft 365, and what a tool like CodeTwo adds.
Email signatures are a small detail that says a lot about your business. When every person builds their own, you end up with mismatched fonts, outdated phone numbers, missing legal text and the occasional hot-pink logo. A centralised signature tool fixes that, and CodeTwo Email Signatures 365 is one popular option for Microsoft 365.
Why manage signatures centrally?
- Consistent branding. Everyone sends the same professional design.
- Always up to date. Change a phone number, logo or address once and it updates for everyone.
- Compliance. Make sure legal disclaimers and required wording are always included.
- Less admin. No more asking staff to copy and paste new signatures.
- Marketing value. Add banners and promotions to thousands of emails a month.
Key features of a tool like CodeTwo
- Signatures pulled automatically from user details held in Microsoft Entra ID, such as name, job title, phone and department.
- A visual template editor for designing signatures and disclaimers.
- Rules that decide who gets which signature, for example by department or location, or for replies versus new messages.
- Signatures applied to email sent from desktop, web and mobile, so they look the same everywhere.
- Banners and campaigns that can be scheduled and targeted.
- Independent security certification of the provider, such as ISO/IEC 27001.
Common scenarios
- New starters. A signature appears automatically once their details are in your directory.
- Multiple brands or locations. Different templates for different teams or businesses.
- Legal and privacy notices. A standard disclaimer added to every outgoing message.
- Campaigns. A promotional banner for an event, scheduled for a set period.
Getting set up
- Connect the tool to your Microsoft 365 tenant.
- Check that your user details in Entra ID are accurate, because signatures draw on them.
- Design your templates with your brand colours, logo and wording.
- Create rules to assign templates to the right people.
- Test with a small group before rolling out to everyone.
Frequently asked questions
Will staff see the signature when they write an email?
That depends on how the tool is configured. Server-side tools add the signature after the message is sent, so staff may not see it while composing. Some tools also offer a client-side add-in that shows it as they type.
Does it work on mobile?
Server-side signatures are applied to messages from any device, including phones and tablets.
Key takeaways
- Centralised email signatures keep branding, contact details and legal wording consistent for everyone.
- A change to a phone number, logo or address is made once and updates for every user.
- Tools like CodeTwo build signatures from user details in Microsoft Entra ID and apply rules by department, location or message type.
- Server-side signatures look the same on desktop, web and mobile.
Email signatures: frequently asked questions
Why manage email signatures centrally?
It gives you consistent branding, signatures that are always up to date, reliable legal disclaimers, less admin for your team and the option to add marketing banners to the emails you already send.
Where do the details in each signature come from?
Tools like CodeTwo pull them automatically from user details held in Microsoft Entra ID, such as name, job title, phone number and department, so you only need to keep them accurate in one place.
Does a centralised signature work on mobile?
Yes. Server-side signatures are applied to messages from any device, including phones and tablets, so they look the same wherever your team sends from.
Related reading: Exchange Online and business email.
Total Solutions IT can recommend and set up the right signature solution for your business. Call 02 6061 4222.
