Tag Archives: office 365 signature

How to standardize signatures in your business emails – a step-by-step guide

If you are reading this, I guess you are already well aware of how important it is to have a corporate 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 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, then? All you need is an official, standardized template for the signatures coming from all your company’s mailboxes. In this article, I will guide you through an easy email signatures standardization process.

Unify

Your image is your selling point, so it is crucial to include it in every outgoing email. Create an original, yet consistent portrait that you’d like to present yourself with. How?

    • Delegate the job and put one person in charge of all the signatures.
    • Get rid of illegible or childish fonts, philosophical quotes, and family pictures from all employees’ messages.
    • Make sure the signatures are not too long but include all required information.
    • Spend some time analyzing the relevance of every single item inserted in them.

Continue reading

How to create company-wide email signatures and disclaimers in Office 365

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:

  1. 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:

    Accessing the Office 365 admin center

  2. Expand Admin centers and click Exchange.

    Office 365: Accessing Exchange admin center
    Fig. 1. The Exchange option in the Microsoft 365 admin center menu.

    Continue reading