Included from Suite 1

Consistent. Up to date. Disclaimer.

Centrally manage email signatures, disclaimers, and banners for all employees. The smart email signature software for Outlook, Microsoft 365, and more.

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What Disclaimer does

One template, everyone on brand.

Signatures, disclaimers and marketing banners — central control. Click through.

Server-side signatures — always current, always consistent.

The signature is created at send time on the server. Outdated layouts in Outlook or missing legal info are no longer an issue.

  • One template steers all employees and locations
  • Outlook, web, mobile — identical everywhere, no device config
  • Legal details from central company data in every message through the mail flow
  • Template matching the language of the message
Central signature managementEmail signature management

Campaigns people actually read.

Banners with expiry date and audience. Sales no longer distributes anything manually, marketing steers centrally.

  • Expiry date: campaigns disappear automatically
  • Choose audience: sender group, domain, recipient
  • Expiry per block: the banner ends, the signature stays
  • Click counting without cookies or tracking pixels
Email signature managementEmail disclaimer

See the signature before sending.

Employees see their signature while typing. If the mail flow runs through Conbool, no duplicate signatures occur.

  • Signature while composing in Outlook for Windows, Mac, web and mobile
  • Replies: only a short reply signature instead of the full layout
  • Prevents duplicate signatures on forwards
  • Updates automatically — no IT intervention
Secure Microsoft 365Email signature management

Entra ID, Active Directory or LDAP data, straight into the signature.

Name, title, phone and photo come from your system. Promotions, role changes or departures update everything automatically.

  • Sync with Entra ID, local Active Directory and LDAP
  • Photo from the directory, empty fields hide their line
  • Automatic switch on role or location change
  • No PowerShell, no scripts, no IT tickets
Central signature managementEmail signature management

Legal details and confidentiality, central and context-aware.

Tax advisors, banks or healthcare need different disclaimers. Conbool picks the right one automatically — by sender and recipient.

  • Legal text as its own block, maintained separately from the signature
  • Language follows the detected language of the message
  • Change log for templates and rules
  • Confidentiality notice only for external recipients
Email disclaimerCentral signature management

What signatures can look like. Consistent in every message.

D
Dr. Thomas Müller
Chief Medical Officer
HealthPlus Clinic
t.mueller@healthplus.example
+49 30 1234567
www.healthplus.example

Alex Schmidt

Creative Director // DesignWorks

A
alex@designworks.example● designworks.example
Sarah Johnson
Legal Counsel

s.johnson@legalgroup.example • +1 555 9876

Legal Advisors Group

M
Max Mustermann
Senior Sales Manager | Enterprise Solutions
m.mustermann@enterprise.example
www.enterprise.example
ISO 27001 CERTIFIED
Enterprise Solutions is a registered trademark. This email may contain confidential info.
Lisa Chen
Product Manager
TechInnovate
E lisa@techinnovate.example
T +1 555 0192
D
Dr. Thomas Müller
Chief Medical Officer
HealthPlus Clinic
t.mueller@healthplus.example
+49 30 1234567
www.healthplus.example

Alex Schmidt

Creative Director // DesignWorks

A
alex@designworks.example● designworks.example
Sarah Johnson
Legal Counsel

s.johnson@legalgroup.example • +1 555 9876

Legal Advisors Group

M
Max Mustermann
Senior Sales Manager | Enterprise Solutions
m.mustermann@enterprise.example
www.enterprise.example
ISO 27001 CERTIFIED
Enterprise Solutions is a registered trademark. This email may contain confidential info.
Lisa Chen
Product Manager
TechInnovate
E lisa@techinnovate.example
T +1 555 0192

Email Signatures, Disclaimers, and Banners centrally managed

With Conbool’s email signature software, companies manage email signatures, disclaimers with legal details and marketing banners centrally in one solution.

Smart Routing

  • Granular rules for internal and external.
  • Exceptions prevent duplicate attachments.
  • Schedules for campaigns and promotions.
Intern Antwort Weiterleitung

Control by group, domain, and time.

Outlook Add-in

  • Live preview directly in Outlook.
  • Insert signatures with one click.
  • Rules applied automatically.
ADD-IN

Integration for control and preview.

Visual No-Code Editor
  • Drag & Drop Builder
  • Preview with sample data
  • No coding required

Create signatures with our drag and drop builder.

Language Detection
EN
DE
  • Multilingual with auto-select.
  • Position set per building block.
  • Plain-text version generated as well.

The template follows the detected language of the message.

Directory Sync
SYNC
  • Fills fields from Entra ID, Active Directory or LDAP.
  • Empty lines removed automatically.
  • Regular sync, new employees without manual work.

Connection to Entra ID, on-premises Active Directory and LDAP.

Enterprise Compliance & CI

Consistent design and current legal details for many employees are hard to maintain by hand. Conbool Disclaimer keeps both in one place.

Consistent appearance Every message through the mail flow carries the approved template, regardless of the mail client.
Legal details in one place Company data maintained once, current in every template as a placeholder.
Change log
Changes to templates and rules are logged traceably.

How centrally managed email signatures look in practice.

Banner, signature, campaign and legal notice sit in every message as separate building blocks.

Anatomy of a message

Four building blocks, maintained separately.

Marketing maintains the campaign, legal the notice, IT the rules. Nobody touches anyone else's template, and a trade fair banner expires on its end date by itself.

To
Subject
1Banner

Message body

2Signature
3Campaign
Time window per block
4Legal notice

Quoted thread

  1. 1

    Banner

    Always at the top. Room for an event or a notice about external senders.

  2. 2

    Signature

    Name, title, direct line and photo from the directory. Empty fields hide their line.

  3. 3

    Campaign

    Its own block with its own time window. It follows the block before it, at the top below the banner or at the bottom below the signature.

  4. 4

    Legal notice

    Legal details from the central company data, either right after the signature or after the whole thread.

Time window per blockPosition per blockShort version for repliesTemplate per language
Productivity Add-on

Outlook Signature Management

Users see the approved signature while composing, right in Outlook, and choose their template themselves.

  • Signature while typing
  • Template choice per mailbox
  • Deployed centrally via the admin center
Add-in Demo

Two ways to run it

With the mail route, or without.

Not every company wants to route its mail through another provider. Central signature management is therefore also available through the Outlook add-in alone: no MX change, no SPF or DKIM record pointing at Conbool, and nothing installed on your own premises.

Recommended

Through the mail route

The server appends the signature on the way out. Whatever you define applies to every mail client and every device, including mail sent by line-of-business applications.

  • Applies to every client and every device, mobile included
  • Rule set with banners, campaigns, date ranges and recipient conditions
  • Cannot be bypassed, which is what makes it hold up for statutory details
  • Requires the MX to point at Conbool, plus an SPF and DKIM record
No MX change

Without the mail route, through the add-in alone

The add-in sets the signature inside the mailbox, while the message is being written. The content of the message never leaves Microsoft 365.

  • No MX change, no SPF record, no DKIM key from Conbool
  • The domain is enabled without delivery rights, proven via Microsoft 365 or a TXT record
  • Templates per language, group visibility, a separate version for replies
  • Limits: Outlook only, Exchange Online mailboxes only, editable in the mailbox and therefore not enforceable

Moving over later takes no rebuild. Once the server appends the signature, the add-in stays on as preview and template picker, and no duplicate signatures appear.

Requirements and limits in detail

Sent Items

Your own copy looks like the recipient's.

Exchange stores the copy when you hit send, before any server-side signature can be added. That affects every server-side signature, whichever the vendor. Conbool therefore adds the signature in the mailbox after delivery.

  1. 1

    Send in Outlook

  2. 2

    Exchange stores the copy in Sent Items, still without signature

  3. 3

    Conbool adds the building blocks and delivers

  4. 4

    The copy receives the same signature

The original is never deleted
Separate consent, apart from the connection
Only delivered messages are updated

Requires Microsoft 365 with a connected organisation and a separately granted consent. If the signature is inserted by the Outlook add-in, it is already in the copy while composing.

Signature Management for every Infrastructure

Whether you use Microsoft 365, Exchange Online, or a hybrid environment: Conbool Disclaimer provides the right integration architecture, server-side through the mail route or through the Outlook add-in alone, without an MX change.

Email Signatures for Microsoft 365

Central management for Outlook, Web, and Mobile. Native Entra ID integration without client software.

More about Microsoft 365

Signature Governance for Exchange

Traceable disclaimers and consistent signatures right at the gateway, including for large environments.

To Business Perspective for Microsoft 365

Email Signature Management

Centrally manage signatures, create brand templates, and embed campaign banners.

Discover signature management

Centralized Email Signature

Server-side signatures on every device, without setup on the device.

Discover centralized signatures

Email Disclaimer & Legal Notices

Legal details under German commercial and company law, maintained centrally and appended automatically.

Discover disclaimer solution

Intelligent Email Signature Software for Enterprise

Conbool is the email signature software for enterprises that want to manage signatures, disclaimers, and banners centrally.

Recommended

With Conbool Disclaimer

  • Central Control Dashboard
    One place to manage all signatures, disclaimers, and banners.
  • Directory sync
    Fields from Entra ID or from a local Active Directory through an outbound agent.
  • Marketing Campaigns
    Push banners to all employees in seconds, no IT ticket needed.
  • Legal details in one place
    Company data stored once, changes logged.

Enterprise infrastructure and security

Certified protection, seamless integration, and full transparency.

Monitoring and audit logs

Live dashboardVisualized spam timeline and mail flow in real time.
End to end audit loggingAudit log and cryptography logging stored tamper proof.
RetentionStandard 90 days retention and export.
SIEM exportSecurity events via pull API to Splunk, Sentinel, QRadar and Elastic.
Mails processed
128.4k
Encrypted
Spam trend

Integration and compatibility

Seamless integration into your existing system landscape.

Compatibility & Clients
Native support for Microsoft Outlook, Apple Mail, iOS, Android, and all common email clients — without additional installations.
OUTLOOKAPPLE MAILMOBILE
Integration & Management
Scheduled sync with Microsoft Entra ID, with a local Active Directory through an outbound agent and with LDAP. Central control from the interface.
ENTRA IDAD/LDAPSAML SSO
Team members
Manage members of your team.
Invite
Search members
NameRole
M
Maximilian M.
Owner
P
S
Sarah K.
Owner
T
Timo S.
Contact

Infrastructure, performance & Deployment

Highly available architecture for maximum reliability.

Infrastructure and architecture

  • ISO 27001 hostingGeo redundant servers in Germany (the EU and Berlin).
  • Active active clusterFor maximum resilience and load distribution.
the EUBerlin ISO 27001

Performance and reliability

  • SLA guarantee99.9% guaranteed system availability.
  • High performance routingChecks run inside the SMTP dialog, with no store-and-forward. The measured check time per tenant is available as median and 95th percentile in the metrics.
SLA guarantee
99.9%
Avg. latency
< 50ms

Deployment & Multi-Tenancy

  • ISO 27001 certified hostingHosting in ISO 27001 certified EU data centers (Germany)
  • Flexible service packagesCustom service packages per tenant
CLOUD / SAAS
ON-PREM

Support and documentation

Benefit from a broad range of support services

24/7 ticketing

Guaranteed response times around the clock

Phone support

Personal contact through prioritized phone support

Documentation and FAQs

Comprehensive documentation, step by steps, and FAQs

Frequently Asked Questions

Why should we manage email signatures centrally instead of via Outlook?
Decentralised Outlook signatures quickly lead to inconsistent design, outdated legal details and support effort. Conbool applies signatures server-side: the layout is the same for everyone and is also appended on phones and in webmail.
How do dynamic employee data get into the signatures?
Conbool syncs regularly with Entra ID, on-premises Active Directory or LDAP. Templates are filled automatically with the sender’s contact details, without the employee having to do anything.
Can we set up different signatures for subsidiaries and countries?
Yes. Rules by group, domain, sender address and language assign each company and country the right template with its own legal details.
Can time-controlled marketing banners or exhibition notices be integrated?
Yes. Banners and campaigns carry their own time window, for example for a trade fair, and expire by themselves afterwards. Clicks can be counted per template in the portal, without tracking pixels.
Do server-side disclaimers prevent so-called 'trombone emails' in long email chains?
Conbool intelligently detects reply and forward chains. You can define exactly that large disclaimers or banners are only placed in the first email of a conversation, and a compact short signature is used for internal emails or replies to prevent endless text deserts.
Can we define exceptions if a signature must absolutely not interfere?
Through defined control words or specific routing rules, users or administrators can prevent the attachment of the disclaimer in special cases (e.g., automated invoice dispatch to processing systems).
Does this work without changing our mail route?
Yes. Central signature management can run through the Outlook add-in alone. It needs no MX change, no SPF record and no DKIM key from Conbool; the domain is enabled without delivery rights and proven through the connected Microsoft 365 tenant or a TXT record. The signature is then set inside the mailbox while the message is being written, and the content never leaves Microsoft 365. This mode has limits: it applies in Outlook only and to Exchange Online mailboxes only, it knows no rules with banners and campaigns, and it can be edited in the mailbox, so it is not enforceable. Anyone who needs an unalterable statutory line on every outgoing message takes the server-side route. Moving there later takes no rebuild.
Does the signature also appear in the sender’s Sent Items?
Yes, on request. Exchange stores the copy in Sent Items before the message leaves the server, which is why every server-side signature is missing from the sender’s own folder at first, regardless of vendor. Conbool adds it afterwards: the copy is located in the mailbox and the signature is added to it. The original is never deleted. The feature has to be switched on explicitly and requires a Microsoft 365 connection with its own consent.

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