[Update]: This blog post was updated on January 31, 2020.
Do your email signatures pile up at the bottom of your conversation threads? Well, I have the bad news and the good news for you. The bad news is that this is the default setup for Office 365 email signatures. The mail flow rule can insert email signatures at the very top or the very bottom of the whole email thread. The good news is that there are ways to work around it. Let’s get right into this.
[Update]: This blog post was updated on August 12, 2020.
If you are reading this, I guess you are already well aware of how important it is to have a corporate email signature inserted into your business emails. That’s great, but does the rest of your co-workers realize that too? You can use your online correspondence as a platform to promote your brand and spread your company’s values. However, it will not be effective if all employees create email signatures on their own. How to solve that? All you need is an official, standardized email signature template for your company. Then, you need to implement it for all users. In this article, I will guide you through an easy email signature standardization process.
Unify your email signature design
Your brand image is your selling point, so it is crucial to include it in every outgoing business email. To solidify your brand identity, you need to create an original and consistent portrait of your organization to show in email communication. To do that, you can:
Delegate one person to manage all users’ email signatures.
Get rid of decorative fonts, inspirational quotes, and unproper pictures of employees’ in emails.
Make sure the email signature template isn’t too long but includes all necessary details.
Analyze the relevance of every single item included in your email signature block.
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:
[Update]: This blog post was updated on March 17, 2021.
In this article, you can find out how to set up your own server-level automatic email signature or disclaimer in Office 365. Like most of today’s email signature solutions, it supports HTML content such as tables, images and font formatting, but in contrast to e.g. Google Workspace (G Suite), it also allows for automatic personalization of individual signatures. However, there is no option to e.g. insert the signature directly below the latest reply/forward, or preview it in the user’s mailbox.
How to set up a global email signature in Microsoft 365
Since this article was published, the Exchange admin center has been redesigned in Microsoft 365. Although the basic functionality of mail flow rules hasn’t changed drastically, the UI looks different. That’s why we’ve created a new step-by-step video which shows:
How to set up an email signature rule in the new Exchange admin center.
Where to get the HTML code with AD placeholders for the signature template.
How the global email signatures work from the user’s perspective.
What the limitations of signature rules are.
What tricks you can use to make the signature-adding-rule more useful.
How to set up an email signature in Office 365
The steps below show how to set up a global email signature in the legacy Exchange admin center.
Log in to the Office 365 portal using an Exchange Online administrator account and access the Microsoft 365 admin center.