The minimum cost is £6.60 user / month (not including VAT.) You and your colleagues must have 365 licenses to benefit from this Microsoft functionality.What to consider with this email signature management solution: NOTE: When you go to send your next email, you cannot preview the email signature in Outlook. Scroll to the bottom of the New rule and click Save, then ‘Yes’ to apply this rule to all future messages.If you want an image in your signature, like your company logo, copy and paste a publicly available URL to that image into the disclaimer.Improve the look of your signature by formatting the text with HTML.Then select ‘Enter Text’ and enter the text for your email signature. On the *Do the following… drop-down, verify that Append the disclaimer is displayed.your company name) and select in the *Apply this rule if… drop-down. On the New rule page, enter a name for the rule (e.g.Select Add +, and then select Apply disclaimers.In the Microsoft 365 admin center, select Exchange.For example, they can be a signature or include your address, legal disclaimer, or other information you want. NOTE: Microsoft calls their organization-wide signatures “disclaimers,” regardless of what they include. Microsoft enables business admins (usually IT teams) to create a company-wide email signature, including a legal disclaimer and logo. It’s inefficient for the person managing email signature templates to regularly communicate these changes when they occur.Ĭreate a company-wide email signature via Microsoft 365 admin center.Sourcing relevant content for their email signatures is time-consuming and extra responsibility for employees.If employees fail to accurately update their email signature with the correct font size and color, up-to-date logo, legal disclaimer and marketing banner, it could leave a poor impression of your business for external recipients.What to consider with this email signature management solution:Ĭhoosing this option will leave your business open to brand and legal risk here’s why: Encourage them to add and hyperlink marketing banners as you launch new campaigns.Trust them to correctly insert it and manually update it each time any detail changes, whether it be your office address or graphic charter.Send the email signature template to each new employee to copy and paste into Outlook’s native signature settings.Create a template signature in Word that includes your correctly-formatted logo, font and any legal disclaimers.If you’re thinking about adopting this process, follow the steps below: Three ways to manage email signatures in Outlook Ask employees to do it manuallyĪ low-cost option is to rely on each employee to create their own email signature manually. Maximizing marketing and sales opportunities: Email has the potential to be a powerful marketing channel if you leverage branded campaign banners and targeted, tailored signature banners.Guaranteeing legal compliance: Including necessary disclaimers or privacy statements mitigates risk by ensuring legal compliance.Maintaining data accuracy: Always presenting up-to-date employee information helps boost credibility and professionalism.Ensuring brand consistency: A cohesive visual identity across all employees’ Outlook signatures strengthens brand recognition and messaging.Strengthening your brand image: Well-crafted, professional email signatures reflect your company values and reinforce your brand reliability.Not only should your email signatures be on-brand and consistent, but they also must remain data and legally compliant to stay aligned with industry regulations and standards, particularly if you’re in the financial services sector.īut what is the easiest, most impactful way to manage company-wide email signatures in Outlook?Ĭhloe Stevens, Content Marketing Manager at UpSlide will walk you through how to manage company email signatures in Office 365.ģ What’s the verdict? The benefits of effectively managing email signatures in Outlook However, despite being the most frequent form of communication (with the average employee sending approximately 40 emails per day), the need to present a strong brand identity over email is often overlooked.Īn email signature is a critical part of your business’s corporate identity it captures your brand values, and if you get it right, can strengthen credibility with your prospects and clients. In today’s digital world, successful businesses must effectively and consistently present their brand identity across multiple platforms, including their website, sales collateral and social media.
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