For Microsoft 365 & Outlook

Email Signaturesin Microsoft 365:Manage Centrally.

Control signatures, legal notices and marketing banners centrally from one platform, for all employees and on all devices.

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Central Control
Consistent design
Legal details in one place

Why Local Outlook Signatures Become a Problem in Companies

Don't leave the design of the email footer to chance. Manually maintained signatures are inefficient and endanger your professional appearance.

Inconsistent Branding and Outdated Data

Distorted logos, outdated phone numbers, or creative freedom with job titles: if users maintain their own signatures, the professional image of your company suffers.

High Maintenance Effort and Lack of Governance

Every department change, rebranding, or new mandatory legal information means tedious IT tickets and manual adjustments per user. This costs time and entails legal risks.

How Conbool Brings Signatures & Banners Under Central Control

Central Templates

Create professional, responsive HTML signatures in the central editor. These are automatically attached to all outgoing emails – regardless of the device.

Control by role and department

By connecting to Entra ID (Azure AD), contact information is dynamically inserted. Set role- or department-based rules.

Marketing Campaigns

Turn time-controlled campaign banners on and off. Use email as a powerful marketing channel while mandatory legal information remains untouched.

For Which Teams This Solution Changes the Working Day

Marketing & PR

Consistent design and event banners or product news right in everyday emails.

IT Administration

Relief for the helpdesk, because signatures are no longer maintained one by one.

HR & Compliance

Legal details and confidentiality notices for external messages maintained centrally and appended automatically.

Looking for Deeper Rule and Exception Logic?

Deepen your knowledge of granular control at the transport rule level and discover our governance architecture in Exchange Online.

To Exchange Online Disclaimer Management

Entra ID Sync & Multi-Device Support

Connect Conbool to your Microsoft Entra ID once. Contact details flow into your templates automatically, for consistent signatures on every device.

Entra ID
user.displayName
user.jobTitle
user.mobilePhone
Conbool Engine
Master HTML Template

Automatic sync

If the phone number changes in the directory, the signature picks it up with the next sync. No manual updates.

Device Independent

Whether from an iPhone, the browser or the desktop app: through the mail flow the recipient gets the same signature.

Outlook Web Add-in

See the signature while writing.

Employees see the signature right while typing the email in the Outlook add-in and know what the finished message looks like. Which templates are available is set by the administrators.

  • Deployed through the M365 admin center
  • Users can pick from approved alternatives (language, for example)
  • No local installations and no MSIX packages needed

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

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.

Frequently Asked Questions (M365)

Are existing local signatures overwritten?
Central signatures are attached to the email at the gateway level. Users can be instructed to remove their local signatures to avoid duplication, or you can block local footers via OWA policies.
How does the solution behave for replies and forwards?
You can define in the ruleset whether a shortened signature (without banner and without duplicate company data) should be used for replies and forwards. This keeps communication threads clean.
Does this also work on mobile devices?
Yes, as the signature is added at the server/gateway level, the branding applies completely independently of whether the email is sent via Outlook, Apple Mail on the iPhone, or in a web browser.
How does the connection to Microsoft Entra ID work?
Through an enterprise application in your tenant using OAuth. No password entry or local installation is needed, and directory data is synced regularly.
Can I see my signature in Outlook before sending?
Yes, with the Outlook add-in. It shows the signature while composing and lets each mailbox choose its template. Since the signature is then part of the message body, it can be edited there.
Does our mail have to route through Conbool for this?
For server-side processing, yes: it appends the signature on the way out, applies to every client and every device and cannot be bypassed. But it also works without. In the mode that runs through the Outlook add-in alone the mail route stays untouched: no MX change, no SPF record, no DKIM key from Conbool. The domain is enabled without delivery rights, proven through the connected Microsoft 365 tenant or a TXT record, and the message content never leaves Microsoft 365. It requires Outlook, mailboxes in Exchange Online and central deployment of the add-in through the admin centre. Rules with banners and campaigns stay reserved for the server-side route.
Does the signature also appear in the sender’s Sent Items?
On request, yes. Microsoft 365 stores the copy in Sent Items before the message leaves the server, which is why any server-side signature is missing there at first. Conbool updates that copy after delivery, so the sender sees the same message as the recipient. The feature is enabled per tenant, the permission for it is granted separately, and the original is not deleted.

Bring Signatures in Microsoft 365 Under Control

Save time, strengthen your brand and maintain legal details in one place.

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