[Update]: This article was first published on March 15, 2016. It’s been updated to reflect the current steps required to set up an email signature on respective platforms.
Back in the day, when Exchange 2016 was released, OWA was replaced with a brand new and shiny Outlook on the web, known from Office 365 (or Microsoft 365, as the name also changed in the meantime). Since then, Outlook on the web went through some visual upgrades, but there wasn’t another name change (yet). What’s interesting is that despite the same name used for both on-premises (Exchange 2016 and Exchange 2019) and cloud environments, those Outlook versions are a bit different. Even though both clients are similar when it comes to setting up signatures, there are some noticeable differences. One of them is the path to the email signature editor.
[Update]: This blog post was updated on July 09, 2021.
When it comes to Office 365 email signatures, you may want to have different variants for different purposes. It is a common practice to create two signatures for the same sender – one with full contact details and graphics, and one with less details and less or no graphics. The first signature applies only when you send your first email. The next signature is added only when continuing a conversation within the same email thread. Such a setup keeps email threads readable, but with necessary contact details always at hand.
Surprising as it may be, the native Office 365 signatures defined via mail flow rules cannot help you here. Office 365 makes email signatures land at the bottom of an email thread and lets you only use the same email signature design for new messages, replies and when you forward an email. In this article, you will find out how to have such signatures added automatically in Office 365 by using a third-party email signature manager, CodeTwo Email Signatures for Office 365.
[Update]: This blog post was updated on June 28, 2021.
Are you using Microsoft Teams? Advertised as “the hub for teamwork in Office 365”, in most cases it allows employees to communicate and collaborate with high efficiency. If you are using it as a primary means of communication, it is vital to direct your co-workers to this channel. So, is there an easy and efficient method to link to Teams? There is! The secret is to use the so-called deep links.
Teams deep links can make both your email signatures and Teams even more useful. You don’t know what deep links are? I’ll be happy to explain.
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, Microsoft 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 Microsoft 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 Microsoft 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 Microsoft 365 email signature tool. But before showing you how it should be done, I’ll first show you how the Microsoft 365 signature management looks like when the problematic, native, approach is taken.
Black Friday is almost there. This year’s most awaited shopping spree before Christmas is happening on November 25. As there is still some time left, now it is a great chance to let your potential customers know about your offer and discounts. One of the most convenient ways to do so is by automatically adding marketing banners to every email sent outside of your organization.
Note: CodeTwo Exchange Rules is the best option for your company if you use the Exchange Server as your email platform. However, if you are using Office 365 to send and receive your emails, choose CodeTwo Email Signatures for Office 365.
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.
[Update]: This article was updated on May 25, 2020.
Have you ever wondered how to make your email signature more attractive? Here’s an idea – add a video! It is as easy and quick as adding a link to your social media page. It will help you boost your company’s brand identity, while simultaneously promoting the video itself. The best thing is that it can greatly increase traffic and it won’t cost you a dime! And don’t forget that you can measure how much traffic your video attracts with Google Analytics (learn how to track campaigns in email signatures).
Email signature marketing is one of the easiest and most inexpensive methods of promoting your brand and advertising your products online. But do you know how to measure its effectiveness seamlessly? The most efficient way is to use UTM parameters for your links in email signatures and see the results in Google Analytics. Google Analytics is a free service offered by Google that generates detailed statistics about website traffic, traffic sources and conversions. Continue reading →
[Update]: This post was updated on December 10, 2019.
Old versions of Office 365 OWA email signature editor didn’t have a built-in functionality like a button or easily accessible HTML source for adding images to email signatures. Luckily, it was very easy to overcome that limitation. Here is what you needed to do:
Upload your image to a web location (I used the one located here).
Open the web location, right-click the image and select Copy or any similar option in your browser (for example, Copy image in Firefox and Chrome, or Copy image to clipboard in Opera). Note: It’s important that you copy the image and not only its URL.
Open the Office 365 OWA email signature editor, navigate to the part where you want to insert the image and press Ctrl+V on your keyboard. With the new versions of Outlook on the web, you can just click the image icon in the signature editor to insert the image from your computer:
If your signature looks as expected, click the Save button on the top of the settings window.
Now, open a new message to verify your Office 365 email signature.
Note: When creating the email signature, you can enable the Automatically include my signature on new messages that I compose option to always automatically add signatures to new messages.
Or you can manually insert the signature using the Insert signature button in the message editor if you leave the above option unchecked.
Before you start sending out emails, make sure to test if your signature works correctly.
Hyperlink your signature image
To add a hyperlink to the image in your email signature, left-click on the image and when it is highlighted/selected, click the Insert hyperlink icon and provide a hyperlink URL.
When you apply the above solution, what you effectively get is a so called ‘linked image’. The problem with linked images is that they tend to get blocked by popular email clients. Go to the Images in email signatures – linked or embedded? article to learn more about the pros and cons of using them.
To globally add email signatures for Office 365 users, you don’t have to learn how to manage Office 365 transport rules. CodeTwo Email Signatures for Office 365 is an easy to use alternative. Benefits include: