Email signatures in Microsoft 365
Email signature management in Microsoft 365 (Office 365) & Exchange Online
Native email signature functionalities
Microsoft 365 (Exchange Online) allows administrators to create and manage company-wide email signatures, but in a very limited way:
 | signatures can only be inserted at the very bottom of an email thread, which, with every new reply/forward message with a signature in it, leads to a growing signature pile at the end of this email conversation, |
 | white spaces in signatures (left when no user attributes were pulled from organization’s Active Directory) cannot be removed on the fly, |
 | images cannot be embedded in email signatures (recipients get them as attachments), |
 | email signatures cannot be managed by non-admin Microsoft 365 users, |
 | users cannot see their signature in their email client before sending an email and they can’t choose a different signature template. |
How to set up email signatures in Microsoft 365 & Office 365?
Setting up an email signature using built-in Microsoft 365 features requires 2 basic steps:
- Prepare the email signature source code (you can use our Email Signature Generator for Microsoft 365).
- Set up the email signature as per this instruction.
Need more flexibility in email signature management?
The limitations mentioned above can be removed by using software such as CodeTwo Email Signatures for Office 365. Watch an overview video and keep reading to learn more about the product and its advantages over native signature management options in Microsoft 365.
Native signature options in Microsoft 365 vs. CodeTwo Email Signatures for Office 365
Email signatures added right under the latest reply/forward message
Microsoft 365 is not able to identify separate emails in an email chain, so when a user sends a reply or forward message, the email signature is inserted at the very end of an email conversation. CodeTwo Email Signatures for Office 365 always put the signature right under the latest email.
Microsoft 365 native signature
CodeTwo Email Signatures for Office 365
Email signatures are inserted at the very bottom of the email chain.
Email signatures are inserted directly under the latest email.
Email signatures added with side banners
Microsoft 365 native signature
CodeTwo Email Signatures for Office 365
Convenient picker to select Active Directory placeholders
Microsoft 365 native signature
CodeTwo Email Signatures for Office 365
White spaces in the signature removed automatically
Using centrally managed client-side signatures gives more control over email signatures to users
Microsoft 365 native signature
CodeTwo Email Signatures for Office 365
The mobile value in Active Directory is empty what results in white spaces in the signature.
The whole line where mobile number was supposed to appear has been removed.
The signature is visible while composing an email message
Microsoft 365 native signature
CodeTwo Email Signatures for Office 365
100% GUI signature template editor
Microsoft 365 native signature
CodeTwo Email Signatures for Office 365
In Microsoft 365, you need to compose your email signature using pure HTML code with no formatting tools.
With CodeTwo Email Signatures for Office 365 you get a WYSIWYG signature template editor.
Logos and photos embedded in email signatures
Microsoft 365 native signature
CodeTwo Email Signatures for Office 365
Images in Microsoft 365 signature added from the Internet source are not displayed in Outlook or OWA by default.
Images and photos are embedded directly within the email body therefore displayed properly.
Email signatures added directly in Outlook desktop apps (option)
Using centrally managed client-side signatures gives more control over email signatures to users
Microsoft 365 native signature
CodeTwo Email Signatures for Office 365
Support for all email clients and mobile devices
Microsoft 365 native signature
CodeTwo Email Signatures for Office 365
Ready for improved email signatures in your Microsoft 365?
Try CodeTwo Email Signatures for Office 365 for free
