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Office 365 email signatures

Centrally create and manage professional Microsoft 365 (Office 365) signatures for all users across all devices with Exclaimer's email signature manager.

Exclaimer offers the premier email signature software for centrally managing Office 365 signatures. The product architecture uses cutting-edge technology to offer the easiest way to design and control professional email signatures for an entire organization. It also allows for non-technical teams to take ownership of Office 365 signature management without needing the IT team to be involved.

Apply professional Office 365 email signatures to emails sent from any device, including Macs and mobiles, and all email clients.

Trust the reliability of a solution that resides in 12 Microsoft Azure datacenter locations configured in six regional high availability clusters worldwide.

Benefit from failover that does not compromise data residency if an issue occurs at one regional datacenter.

Rely on Exclaimer’s 24/7 service monitoring and real-time service health notifications with public root cause analysis.

Secure access to your Exclaimer solution with Microsoft single sign-on (SSO).

Grant all necessary permissions via Enterprise Applications ensuring you are always in control of the access provided.

Start signature management quickly with a simple configuration process including automatic Office 365 connector and Transport Rules setup.

Sync all Azure AD (Active Directory) attributes, including any sourced from your local AD, to use in email signature design.

Understand how Office 365 signatures are applied and why with the signature rules tester and comprehensive diagnostic tools.

Ready to get started?

Exclaimer transforms everyday emails into a valuable platform to drive sales and build stronger relationships.

Start a free 14-day trial today (no credit card information required!) or book a demo with one of our product specialists to find out more. 

Office 365 email signature deployment

Exclaimer’s email signature manager for Office 365 is extremely flexible, providing multiple options for deploying email signatures depending on your needs. These choices do not affect overall pricing.

Server-side configuration

Exclaimer_How it works - Office 365 - Server-side Configuration

Achieves 100% email signature conformity across all devices

Allows Office 365 email signatures to be applied to emails sent from all devices and email clients by integrating Exclaimer’s Azure-hosted signature imprinting service within your mail route.

Emails are appended with an Office 365 signature while within the smart host and then returned to your Exchange Online for delivery to the recipient.

Step 1

Design email signatures using an intuitive Office 365 signature editor or choose from a library of professional signature templates, giving them to individuals and groups/department. All of the data is taken from your Azure Active Directory, so it will be 100% accurate. Using email signature software for Office 365 allows you to easily manage additional email signature elements such as social media icons, promotional banners and legal disclaimers. You are also able to update any signature element and apply the changes in real time.

Step 2

Users send emails via Office 365 from any web-enabled device.


Step 3

Each email sent passes from Office 365 and is routed to one of Exclaimer’s regional Azure datacenters using a start point (Send) connector set up in Office 365. Exclaimer is a high-availability, load balanced service hosted within the Microsoft datacenters local to you. This guarantees that no email ever leaves the Microsoft Cloud environment.

Step 4

Exclaimer sees the incoming messages, imprints the appropriate signature on every email and passes them back to Office 365 for sending. It does not send emails out on your behalf as this is still done by Office 365. All data is securely managed according to the standards of the ISO/IEC 27001 Certification.

Step 5

With the signature/s added, the emails are passed back to Office 365 via an end point connector that has been set up in Office 365. Signatures will only be added to an email once due to a secured closed loop process between Office 365 and the Microsoft Azure infrastructure.

Step 6

The emails go out as normal, but now have a high-quality signature appended to them. A signature has essentially been ‘stamped’ onto each email. Users will also be able to see Office 365 signatures in their Sent Items folder thanks to the most scalable and secure signature technology available.

Client-side configuration

Provides a familiar end-user experience

Allows signatures to be applied to emails during composition within Outlook, OWA (Outlook Web App) or Apple Mail on a desktop or laptop computer.

A delivery mechanism (see below) ensures the email signature is established in the supported email client, meaning this configuration requires no mail flow to occur through the Exclaimer service.

Find out more about our client side deployment mechanisms below.

Exclaimer_How it works - Office 365 - Client-side Configuration copy
Graph_Outlook (1)

Step 1

Design email signatures with the Exclaimer drag-and-drop signature editor. Create multiple signatures and assign them to individual users, groups/departments or even assign a signature based on contact details such as a job title.

Step 2

The email signatures will then be automatically deployed to all or selected users that allow signature insertion in Outlook. This is done through a cutting-edge Outlook Add-in that utilizes Microsoft's latest API.

Step 3

When a user begins composing an email in Outlook, the email signature will appear in the email with pre-populated contact details taken from your organization’s Office 365 Directory. If more than one email signature applies to a user, they’ll be able to choose one from the drop-down menu in Outlook.

Client-side deployment mechanisms

Outlook Add-In

Windows and OWA

Our Add-In for Outlook makes email signatures available to end-users in real-time. Whilst typically this will involve an assigned default signature being applied to their emails automatically, users can select from all signatures assigned to them from a side bar.

Deployment of the Add-in is simple, taking place in the Office 365 settings.

Cloud Signature Update Agent

Apple Mac OS

Our agent downloads all relevant Office 365 signatures for each end-user every hour and makes these available during email composition in Outlook and the Apple Mail client. Existing email signatures stored on these devices can be removed and new default signatures established.

This agent is deployed using a PKG file from a mountable Apple Disk Image.

Server-Side & Client-Side Configuration

Marries the best of both configurations

Email signatures are both deployed to compatible email clients but also passed through to the Exclaimer smart host so that all emails undergo the imprinting process. Deduplication occurs so that the email only receives a single version of the correct Office 365 signature.

Exclaimer_How it works - Office 365 - Client + Server-side Configuration copy 2

Ready to get started?

Exclaimer transforms everyday emails into a valuable platform to drive sales and build stronger relationships.

Start a free 14-day trial today (no credit card information required!) or book a demo with one of our product specialists to find out more. 

Exclaimer's cloud environment

Exclaimer's Office 365 signature manager is hosted within 12 Microsoft Azure datacenter locations around the world arranged into six unique geographically separated pairs or high-availability clusters. This provides users with operational excellence, a trustworthy online experience, outstanding reliability and always ensures the highest levels of availability for the Exclaimer service.

Data residency has become a concern of most organizations, especially within the public sector, Exclaimer is ideally placed to meet this requirement and ensure that all customer data stays exclusively within their region. This ensures our email signature solution will always meet your Office 365 email signature management requirements.

The Exclaimer Azure setup uses load balancing to provide a single network service from our Azure servers. If one of these regional Azure servers ceases operating, traffic is instantly redirected to the geographically separated datacenter to ensure continuity of service.

Measures are in place to ensure that the service scales to meet demand, maintaining throughput and email processing times (an average delay of 3 seconds).

Industry standard security practices guarantee the safety of all data in transit and at rest and fundamentals such as DMZs and IPS and WAF solutions that utilize AI, tested by routine penetration tests, prevent potential attacks.

Exclaimer_Datacenter_2022 (1)

All inbound connections are secured through SSL (Secure Socket Layer) Certificates and TLS (Transport Layer Security), which are constantly checked to meet current cloud standards.

Our 24/7/365 monitoring services automatically detect any service alerts, which are configured with escalation chains. The Exclaimer Service Health page provides key details on the service, and we provide real-time alerts for all subscribers. You can even sign up to receive notifications via email and SMS should you wish.

Exclaimer & the ISO/IEC 27001 Certification

Exclaimer has been accredited with the ISO/IEC 27001 Certification for Information Security Management since 2016. The ISO/IEC 27001 Certification is specifically focused on the development and supply of our cloud-based Office 365 email signature management.

It measures how our internal processes follow the ISO standard. Certification by the BSI (British Standards Institution) means a thorough assessment of Exclaimer has been conducted and that we operate in alignment with the ISO/IEC 27001 Certification standard. This makes it one of the most secure Office 365 email signature software available.

Read our case studies

See how our solutions help customers manage their Office 365 email signatures.

The International AIDS Society 1 Exclaimer

The International AIDS Society

The International AIDS Society needed to make email signatures consistent across the entire organization. Exclaimer’s email signature management software was chosen.

Read more >
GAC Business Solutions 3 Exclaimer

GAC Business Solutions

GAC Business Solutions chooses Exclaimer’s email signature software to take control of its users’ Office 365 signatures.

Read more >
Everton Football Club 5 Exclaimer

Everton Football Club

Migrating to Office 365 left Everton Football Club without a way to manage their email signatures. This meant using Exclaimer’s email signature software.

Read more >

Your new email signature software awaits

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