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Email Signaturesin Microsoft 365:Manage Centrally.

Stop the Outlook chaos. Control company-wide signatures, legal disclaimers, and marketing banners centrally from one platform – for all employees, on all devices, 100% consistent.

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Central Control
100% Brand Consistency
Legally Secure

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Inconsistent Branding and Outdated Data

Distorted logos, outdated phone numbers, or creative freedom with job titles: if users maintain their own signatures, the professional image of your company suffers.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

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

Ensure brand consistency and place event banners or product news directly in thousands of daily emails.

IT Administration

Massive relief for the internal helpdesk through the automation of Vcard and footer maintenance.

HR & Compliance

Legally secure footers (disclaimer, registration number) are guaranteed to be attached to every employee for external emails.

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 once with your Microsoft Entra ID (Azure AD). All contact data is dynamically synchronized into your master templates – for perfect signatures on every device.

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

Real-time Synchronization

If the phone number changes in the AD, it is active in the signature seconds later. No more manual updates.

Device Independent

Whether sent from an iPhone at the airport, in the OWA browser, or the classic desktop app: the recipient always sees the exactly programmed HTML structure.

Outlook Web Add-in

See the signature. Don't edit it.

Solve the biggest frustration factor with centrally managed signatures: your employees see the footer directly while typing the email thanks to our Outlook Web Add-in (WYSIWYG). They know exactly what the finished email looks like – but cannot manipulate the marketing-approved structure themselves.

  • Verteilbar über M365 Admin Center
  • Nutzer können aus freigegebenen Alternativen wählen (z.B. Sprache)
  • Keine lokalen Installationen oder MSIX Packages nötig

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?
We use a modern, secure OAuth connection via an Enterprise App in your tenant. No password input or local installation is required. Data sync happens in real-time and is highly scalable.
Can I see my signature in Outlook before sending?
Yes, we offer our Outlook Web Add-in for this. It provides a live preview of the final signature to the user while composing the email, without allowing the user to manipulate it.

Bring Signatures in Microsoft 365 Under Control

Save time, strengthen the brand, and stay on the safe side legally.

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