Central email signature management

Unify email signatures in your company

Unless you are a time traveler from the early 1990s, chances are your corporate correspondence already contains email signatures and disclaimers. Your customers and other contacts simply expect them to be there, so they know who they are dealing with and how they can reach you. But email signatures are also an important part of your company's brand identity. What's more, they let you meet legal requirements and can give you a leg up in your marketing efforts.

Leaving email signature design to individual users or using an imperfect handcrafted solution often wastes a lot of time and leads to a messy effect. Find out what exactly you could be missing out on and how you can advance to the email signature big leagues.

Problems and risks

Email signatures set up by end users:

  • Lack of central management of signatures
  • Changes take time and waste resources
  • Inconsistent email signature designs (corporate identity disaster)
  • Users fail to provide legally required details
  • Signatures with incomplete and/or not up-to-date contact information
  • No control over the relationship between the company and customers
  • Marketing content not included in emails
  • And a lot of wasted potential for growing your business...

Solution

Email signatures managed centrally:

  • One person in charge of all corporate email signatures, disclaimers and banners
  • Company-wide standardization of email signatures
  • Quicker changes in design and content of email signatures
  • Ensured legal compliance
  • Easy management of corporate identity and branding in emails
  • Customer relationship building e.g. using employee photos and social media icons
  • Emails as corporate marketing channel thanks to campaign banners, promotional links and more
  • Professional layout of corporate electronic correspondence
 

Does my email platform support central email signature management?

The good news is that most companies host their electronic mail on on-premise platforms like Microsoft Exchange Server, or Cloud services such as Microsoft Office 365 and Google Apps, which come with built-in features that allow for designing and deploying email signatures centrally. Additionally, software developers like CodeTwo offer tools extending the range of native capabilities and even adding completely new ones.

Learn more about CodeTwo software:

Email signatures for Exchange Server

Email signatures for Office 365 and Google Apps

 

 

Click the link below to find more details:

  • links to step-by-step email signature setup guides
  • detailed information about the capabilities and limitations of native Exchange Server and Cloud email signature management tools
  • comparisons between native email platform solutions and CodeTwo software

... click here to continue reading ...

Exchange Server offers basic email disclaimer management options which include stamping the very top or bottom of messages with fixed text disclaimers (Exchange 2007) or HTML signatures with support for Active Directory variables (Exchange 2010 and 2013). Follow the links below to get more details and find out the exact steps necessary to set up email disclaimers and signatures on Exchange Server:

Email disclaimers on Exchange Server 2007
Email signatures on Exchange Server 2010
Email signatures on Exchange Server 2013

Main limitations:

  • Inability to insert the email signature directly under the latest email reply/forward.
  • No support embedded (in-line) images.
  • Signatures not visible in users’ Sent Items folders.
  • Lack of remote access client.
  • Unprofessional effect when variable is not updated with AD information.
  • No native WYSIWYG HTML editor.

These limitations can only be overcome using 3rd party software such as CodeTwo Exchange Rules.

How CodeTwo Exchange Rules for Exchange Server works:

A user sends an email from their device or computer.
CodeTwo Exchange Rules stamps the email with a personalized signature.
The recipient sees the personalized email signature underneath the email body.

How CodeTwo Exchange Rules works

>> Watch the CodeTwo Exchange Rules overview video

Exchange Server options compared with CodeTwo Exchange Rules

1. Email signatures placed directly under the latest reply/forward

 

Email signatures and disclaimers placed only underneath or above the whole message body. No recurrence control means that, in longer conversations, the very bottom (and/or top) of the email is cluttered with footers.

Email signatures inserted directly under the latest reply or forward or in any other placement and recurrence pattern. Inserting the signature directly under the latest reply lets you comply with legal regulations and is more convenient for the recipient.

 

2. Auto-removal of redundant lines from signatures

Lines containing Active Directory variables that couldn’t be updated for a given user are left in the signature leading to embarrassing results, as shown in the image above.

In cases when an Active Directory variable is not updated, the program automatically removes redundant lines from signatures letting you avoid unprofessional results.

3. Signatures and disclaimers visible in users’ Sent Items folders

Users don't see their email signatures and have no way of verifying that emails are stamped correctly, leading to confusion and litigation issues.

Signatures added to emails in users' Sent Items folders. This way employees can see what their recipients see and stamped emails can be archived for litigation purposes.

 

4. In-line (embedded) images, logos and photos in email signatures

Support only for web hosted photos, logotypes, banners, etc., which can cause a corporate identity disaster, since this type of images is by default blocked in popular email clients.

Email signature display problems solved thanks to embedded images, which eliminate the impact of recipients' email client settings and network connectivity or web hosting issues.

 

5. Ability to delegate email signature management to non-IT staff

Managing email signatures requires system administrator's assistance (waste of time and resources) or direct administrative access to the server (security and privacy risk).

Remote management module with custom access rights allows e.g. your Marketing team to manage all aspects of email signatures, without breaching security or wasting resources.

 

6. Built-in WYSIWYG signature editor

Only raw HTML code accepted: the user must have expert HTML skills (or external HTML editor), knowledge of Active Directory attribute names, and a lot of time for testing…

Built-in WYSIWYG HTML editor with easy Active Directory variable insertion and handy Preview feature; all necessary formatting options available via MS-Word-like ribbon.

 

Plus all built-in Exchange Server features

Apart from the above mentioned features, CodeTwo Exchange Rules products also offer all signature handling capabilities already present in various Exchange versions, for example:

Support for all web, mobile and standalone email clients
Available in Exchange 2007/2010/2013

 

Signature/disclaimer rules configuration wizard
Available in Exchange 2007/2010/2013

 

Personalization thanks to dynamically updated user details
Available in Exchange 2010/2013
NOTE: To achieve this on Exchange 2007 use CodeTwo Exchange Rules 2007

 

Ability to edit the HTML source code of email signatures
Available in Exchange 2010/2013
NOTE: To achieve this on Exchange 2007 use CodeTwo Exchange Rules 2007

 

Email signatures for Exchange Server

Contact us, we are open 24h Monday - Friday

 

Cloud email platforms offer varying degrees of email signature management capabilities.

In case of Office 365, the available options allow the administrator to set up a HTML signature with dynamic elements allowing for advanced personalization. The drawbacks include inability to insert the signature under the latest reply/forward and no end-user preview. Learn more...

Google Apps for Business, on the other hand, lets you deploy a solid disclaimer with quite rich formatting (including images and links), but with all the drawbacks present in Office 365, plus no senders’ scope limitation and, most importantly, no support for variables, which eliminates the possibility of creating personalized signatures. Learn more...

The above mentioned and other limitations can only be overcome using software such as CodeTwo Email Signatures. Keep reading to learn more about the product and its advantages over options offered in Cloud email services.

NOTE: If you are a user of Hosted Exchange services, let your provider know about CodeTwo Exchange Rules PRO – an Exchange signatures, mail flow and content management suite. Thanks to its API the hoster can delegate e.g. email signature management to customers via web, mobile or desktop apps.

How CodeTwo Email Signatures for Cloud email platforms works:

The CodeTwo Email Signatures administrator designs and deploys a email signature template containing user detail variables.
CodeTwo Email Signatures updates the email signatures with users’ details and distributes the personalized signatures to users’ webmail accounts (e.g. OWA or Gmail) and Outlook clients.
When a user starts writing an email he or she already sees the signature. The same goes for the recipient when he or she reads the message.

How CodeTwo Email Signatures works

Cloud platform options compared with CodeTwo Email Signatures

1. Email signatures placed directly under the latest reply/forward

Email signatures and disclaimers placed only underneath or above the whole message body. No recurrence control means that, in longer conversations, the very bottom (and/or top) of the email is cluttered with footers.

Email signatures inserted directly under the latest reply or forward or in any other placement and recurrence pattern. Inserting the signature directly under the latest reply lets you comply with legal regulations and is more convenient for the recipient.

 

2. Overriding users’ existing email signatures

Messy effect resulting from the company-wide email signatures being automatically added on top of users' existing signatures (set up e.g. in Outlook or OWA).

Company-wide signature overwrites end-users' signatures or is added as an additional option, which end-users can select at their own discretion.

 

3. Personalization thanks to variables updated with users’ details

Platforms like Google Apps for Business do not offer any automatic personalization tools, letting you only deploy fixed footers with static text, links and images.

Two personalization options: users' details can be extracted from your platform's native directory or (if you have one) your in-house Active Directory database.

4. Auto-removal of redundant lines from signatures

Lines containing Active Directory variables that couldn’t be updated for a given user are left in the signature leading to embarrassing results, as shown in the image above.

In cases when an Active Directory variable is not updated, the program automatically removes redundant lines from signatures letting you avoid unprofessional results.

 

And other useful features not available in Cloud platforms:

Users can see the unified signature while writing a message: This way they can verify that it is inserted correctly and they know what the whole email will look like, when it reaches the recipient.

 

Signatures and disclaimers visible in users' Sent Items folders: So every employee can verify their correctness and, when need arises, the company is able to prove that emails contained all the necessary information.

 

Built-in WYSIWYG HTML editor with source code access: Already while designing it, you see what your signature will look like. And, if you want to implement advanced HTML code, just use the HTML source editor.

 

Library of predefined signature and disclaimer templates: Starting from scratch can be a drag... CodeTwo Email Signatures lets you use any of its predefined templates, or adjust it to your needs.

 

CodeTwo email signature software for Office 365 and Google Apps

Contact us, we are open 24h Monday - Friday

 
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