Intelligent Email Signature Software for Enterprise

Decentralized Outlook signatures inevitably lead to incorrect corporate design, outdated mandatory information, and high support costs. Conbool processes signatures server-side: layouts are guaranteed to be consistent, legally secure, and correctly added in the appropriate format even on smartphones or in webmail.

Conbool continuously synchronizes with your Azure AD / Entra ID or local Active Directory. Signature templates are automatically filled with the individual contact information of the respective sender, without the employee having to intervene.

Yes, the architecture is designed for multilingualism and complexity. You can store automatic rules based on department, SMTP domain, company location, or AD groups, so that each unit always uses the regionally and legally correct signature.

You can easily integrate marketing banners that are automatically activated for a set period (e.g., Black Friday, trade fair) and then removed. This transforms daily business emails into a controlled, high-performing communication channel.

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.

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).

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.

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.