Email signatures in Microsoft 365

Email signature management in Microsoft 365 (Office 365)/Exchange Online

Native email signature functionalities 

In Microsoft 365 (Exchange Online), available options allow the administrator to manage email signatures but in a very limited way. Common weaknesses are that:

  • signatures can only be inserted at the very bottom of an email conversation, which, in reply/forward messages, leads to growing signature pile at the end of the email conversation
  • white spaces in signatures (left when no values were pulled from empty fields in Active Directory) cannot be removed on the fly
  • images cannot be embedded in the email signature (recipients get them as attachments)
  • email signatures cannot be managed by non-admin Microsoft 365 users
  • users cannot see the signature in their email client before sending an email or choose one of the available designs.

How to set up email signature in Microsoft 365?

Setting up an email signature using Microsoft 365 built-in features requires 2 basic steps:

  1. Prepare the email signature source code (you can use our Email Signature Generator for Exchange Online)
  2. Set up the email signature as per this instruction

Need more advanced email signature management options?

The examples of limitations mentioned above can be removed by using software such as CodeTwo Email Signatures for Office 365. Keep reading to learn more about the product itself and its advantages over options offered in Microsoft 365.

CodeTwo Email Signatures for Office 365 - How it works

A brief comparison of Microsoft 365 native signature options and 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
Compare YES

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

 

How does CodeTwo Email Signatures for Office 365 work?

  • When working in server-side signature mode (default), the program sets up the send and receive connectors that route all emails from your Microsoft 365 tenant to the CodeTwo Email Azure Service that resides on Microsoft Azure.
  • When you send a message from any device or email client, the CodeTwo Email Azure Service gets that message and, based on specified conditions, stamps it with the signature. Once the email had been processed, it is sent back to the Microsoft 365 tenant  and then the message is delivered to original recipients (no email leaves Microsoft datacenters at any point to get the signature).
  • All recipients receive your emails that contain with a professionally designed signature.
Esig O365 - How it works - server side

When working in client-side mode, users get email signatures directly in their Outlook desktop apps when composing an email. Thanks to a dedicated add-in, which automatically synchronizes with our services, signatures are always up to date. Users can freely browse through signatures set up by administrators or dedicated users in the Manage Signatures App.

Esig O365 - How it works - client side

Combo mode combines benefits of client-side mode and server-side mode.

Learn more about how CodeTwo Email Signatures for Office 365 works

Ready for improved email signatures in your Microsoft 365?

Try CodeTwo Email Signatures for Office 365