Email signature management – sounds a bit technical. Simply speaking, it is a perfect way to make sure every email sent outside the company is professionally branded and gets just the right promotional content. The problem is that corporate identity, marketing campaigns, promotional banners – those aspects are typically handled by the marketing team. At the same time, Office 365 management, by default, is an IT-handled task. Global email signatures fall into this category. How is this a problem? Normally, central email signature management means that either:
The IT department gains additional responsibilities. Not only can it overburden IT, but it also means that marketing needs to outsource their own projects, instead of doing them on their own.
Marketing needs to get additional permissions to the Office 365 tenant. This option might be even worse because it creates a considerable compliance risk. A wrong configuration of a mail-flow rule can cause problems with sending and receiving emails and force the admin to intervene in order to fix the mail flow.
That is why I would like to present a simple method to manage Office 365 signatures behind IT’s back. Don’t worry, although the title sounds a bit like a hacking tutorial, there is no nefarious activity included. In fact, it is a win-win situation for both the marketing and IT team. The solution is defining access rights to the Office 365 email signature tool. But before showing you how it should be done, I’ll first show you how the Office 365 signature management looks like when the problematic, native, approach is taken.
Has the release of your email signature turned into a damp squib after you realized that all the new items pile up at the bottom of your conversation thread? Well, I have the bad news and the good news for you. The bad news is that this is the Office 365 email signature default setup. The rule is capable of inserting signatures at the very top or the very bottom of the whole thread only. The good news is that there are ways to work around it and one of them can benefit you with a lot more than just an easy solution to this problem. Let’s get right into this. Continue reading →
Sometimes, when using your Office 365 OWA, you might experience a problem when trying to set an email signature for your account. When going through email settings, under “Layout” menu, the “Signature” button might be missing. This makes it impossible for Office 365 users to make any changes to their e-mail signature. The most probable cause is OWA policy blocking the feature. Here is how to fix this:
Email disclaimers have been around for a long time, and for a good reason. Despite the ongoing discussion on their legal effectiveness and enforceability, legal teams insist on inserting them into emails. Disclaimers inform recipients about what they can and cannot do with the emails sent from your company. A humble request to inform the sender in case the message was intended for someone else will usually work. Thanks to that, you could e.g. learn that something is wrong in your newsletter subscription list or even save a deal after simply misspelling your client’s email address.
If you have a task to create an email disclaimer or signature for your company and your mind went blank, fear not. We are here to provide inspiration.
First of all, do not forget to insert your company’s data into the disclaimer. This serves more than one purpose. First of all, providing information on your company is required by law in some countries. For more information on legal requirements for email disclaimers, please consult this article. Apart from the legal aspect, there is also a high marketing value. Including your company’s name and other information in every email makes your brand more and more recognizable and reinforces the bond between you and the client.
In this article, you can find text content for your disclaimers. If you want to give them a nice graphic design and combine with a good looking email signature, you can consult the article on professional email signature designs. Here, provided email disclaimers examples are divided into sections depending on what they apply to:
Ensuring a unified signature for the whole company is one of the top priorities for those who know the importance of branding. However, ensuring the same template for all employees may prove to be a bit tricky, regardless of the company’s size. The reason for that is the abundance of mobile devices.
Unifying email signatures throughout an organization is a task that should not be underestimated. Well-thought template designs, combined with personalization of email signatures and disclaimers for users can be a significant PR booster. Office 365 with Exchange Online enables people to create disclaimers and signatures that can be applied to e-mails. It can be done with mail flow rules. Although there are valuable functionalities available in the cloud there are some limitations of Office 365 email signatures:
Below you will find details on what you have to do to set up your own server-level automatic email signature or disclaimer using the built-in Office 365 tool.
A little info about the tool: like most today’s email signature solutions, it supports HTML content such as tables, images and font formatting, but In contrast to e.g. Google Apps for Business, it also allows for automatic personalization of individual signatures. Limitations include no option to insert the signature directly below the latest email reply or forward and lack of preview on the end-user’s side (learn more…).
Steps to set up an email signature policy in Office 365:
Log in to the Office 365 portal using an Exchange Online administrator account and access the Microsoft 365 admin center as shown in the below image:
Expand Admin centers and click Exchange.
Fig. 1. The Exchange option in the Microsoft 365 admin center menu.
Recently the world of Exchange was on the edge of their seats waiting for Exchange 2016 to come out. Now, those who already had some time to play with it must have noticed that Exchange 2016 brings some interesting innovations. One of the changes is related to OWA as well, which is now replaced with a brand new and shiny Outlook on the Web that brings some new features to provide you with even better experience.
If you haven’t had a chance to set up a new email signature in your Outlook on the Web yet, just follow the steps below to learn more.
Note: Now, by signing in to any Microsoft email account, you are actually signing in to Outlook on the Web.
When deploying email signatures for multiple users from a central place, you need a way to easily include these users’ personal information like names, titles, departments, addresses, etc. in the signatures. This is achieved using placeholders integrated with a central directory that stores users’ personal details (e.g. Active Directory), and including the placeholders in signature templates.
These days a good-looking email signature seems to be an essential part of any business. More and more companies want to create a professional-looking signature as they know that it can tell the recipient a lot about the organization depending just on the way it is presented.