Outlook Roaming Signatures

Outlook Roaming Signatures is a Microsoft 365 feature, generally available since 2023, that stores a user's Outlook signatures in their Exchange Online mailbox instead of locally on each device. This means the same signature is automatically available when the user opens Outlook on any computer, the web, or mobile. Roaming Signatures solved the long-standing problem of users maintaining different signatures on different devices, but it operates per-user, not per-organization. There is no native admin UI for IT to centrally manage, template, or update roaming signatures across an entire team. For organizations requiring centralized governance (a uniform brand signature with employee-specific fields, scheduled banner campaigns, role-based templates, or compliance-driven legal disclaimers), Roaming Signatures alone is insufficient and third-party email signature management software is added on top. Roaming Signatures requires Exchange Online and is not available for on-premises Exchange.