Making Every Email Count: Smarter Signature Management in Microsoft 365
Modern
organizations trust email not only as a communication tool, but as a powerful
branding and engagement channel. Every email they send tells a story about their
brand, professionalism, and attention to detail. Many businesses struggle to
deliver consistent, polished email signatures across all users, devices, and
platforms, especially when using Microsoft 365.
Native Tools Make the Problem Worse
Native tools in
Microsoft 365 fall short when it comes to centralized, large-scale management.
Although Microsoft 365 offers some built-in functionality, it does not provide
a reliable or centralized way to update email signatures company-wide.
Limitations Inherent in Microsoft 365
When it comes to native technologies in Microsoft 365, the list of email signature management limitations is extensive – but some of the most common ones are:
- Images cannot be embedded in email signatures.
- Signatures cannot be inserted directly under the latest email reply or forward.
- No formatting is included by default.
- Lines that contain variables that can't be updated cannot be skipped.
- No way to test email signatures in advance.
- Signatures are not consistent across all devices.
ExSign to the Rescue
What Does it Offer?
- Quick Onboarding
Offers a fast, hassle-free onboarding experience, allowing organizations to get up and running in minutes without local infrastructure or complex configurations. Just choose your environment and start managing signatures. The optional Outlook add-in can be deployed organization-wide, enabling real-time signature previews while composing emails. Combined with detailed documentation and responsive support. - Rule-Based Management
Empowers organizations with rule-based management, allowing IT administrators to create and enforce signature policies tailored to specific users, departments, or roles. This means you can design multiple signature templates and assign them dynamically based on attributes like job title, location, or group membership. - Centralized Management
Admins can view all the rules and signatures across multiple Microsoft 365 organizations in one place and administer them accordingly. - Zero Infrastructure
A full cloud-based service gives you an edge by avoiding costly on-premises infrastructure and complex setups. Simply onboard a secure cloud-based service and start creating professional, engaging email signatures for your entire organization within minutes. No servers to manage, no certificates to install, and no ongoing maintenance required. - Ready-Made Templates
Use pre-built signature templates to align signatures. Define signatures using a rich HTML editor with support for HTML, RTF, and plain text formats. Avoid spending hours on troubleshooting signature formats and building them from scratch. - Custom Branding
Add logos, banners, disclaimers, and social media icons to transform emails into marketing assets. - vCards
Design engaging digital business cards (vCards) and distribute them via email signatures. It lets you embed QR codes in your signature, so recipients can scan them to view your business card. The vCards can contain your name, your photograph, and other contact details pulled directly from Microsoft 365.
The Smarter Way Forward
Your emails already go out every day. The question is — are they working as hard as they could for your brand?” With ExSign for Microsoft 365, they don't go unnoticed. In fact, it helps you turn them into consistent, on-brand touchpoints that promote your business, share campaigns, and engage recipients—all automatically. From dynamic banners and promotional content to centrally managed signatures, ExSign ensures your emails work harder, look better, and represent your brand exactly the way you want—every single time.
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