Office 365 Email Signature Management Software
Centrally manage, deploy, and update Outlook email signatures across your entire Microsoft 365 organization. SyncSignature connects to your Entra ID directory, syncs user data, and deploys branded signatures to every employee without mail rerouting or transport rules.
The most powerful email signature creator trusted by 30,000+ professionals across 1000+ businesses
Microsoft 365 signature management in three steps
Design your Outlook signature template
Create a professional email signature that matches your brand. Choose from 100+ professionally designed templates or build your own from scratch. No designer or HTML knowledge needed. Customize colors, fonts, layout, logo placement, and social icons to match your company branding.
Import and organize your team
Connect your Microsoft 365 tenant and import employees from your Entra ID (Azure Active Directory). Organize users into groups by department, role, location, or brand. Each group gets its own signature template. New employees added to your Microsoft 365 directory automatically receive the correct signature based on their group assignment.
Deploy signatures with one click
Hit publish and SyncSignature deploys email signatures across your Microsoft 365 organization. Signatures appear in Outlook Web (OWA) and Outlook Desktop without employees needing to configure anything. Update a logo, swap a banner, fix a phone number, and push the change to every user instantly.
Design your Outlook signature template
Create a professional email signature that matches your brand. Choose from 100+ professionally designed templates or build your own from scratch. No designer or HTML knowledge needed. Customize colors, fonts, layout, logo placement, and social icons to match your company branding.
Import and organize your team
Connect your Microsoft 365 tenant and import employees from your Entra ID (Azure Active Directory). Organize users into groups by department, role, location, or brand. Each group gets its own signature template. New employees added to your Microsoft 365 directory automatically receive the correct signature based on their group assignment.
Deploy signatures with one click
Hit publish and SyncSignature deploys email signatures across your Microsoft 365 organization. Signatures appear in Outlook Web (OWA) and Outlook Desktop without employees needing to configure anything. Update a logo, swap a banner, fix a phone number, and push the change to every user instantly.
Centralized Outlook signature management for Microsoft 365
Managing Outlook signatures manually across a growing organization means chasing employees to paste updated signatures, dealing with inconsistent formatting, and watching brand standards erode one email at a time. IT teams end up writing PowerShell scripts or creating transport rules that are fragile and hard to maintain.
SyncSignature replaces all of that with a centralized dashboard built for Microsoft 365. From a single interface, admins can create and edit signature templates for the entire organization, push updates to all users at once, and guarantee every outbound email carries the correct, on-brand signature without employees touching anything.
SyncSignature is listed on Microsoft AppSource and connects to your Microsoft 365 tenant via OAuth 2.0 and the Microsoft Graph API. No transport rules, no mail flow connectors, no email rerouting through third-party servers. Your emails stay entirely within Microsoft's infrastructure.
Microsoft Entra ID (Azure AD) sync for automatic signature updates
SyncSignature connects to your Microsoft Entra ID directory and pulls user attributes into each signature automatically: full name, job title, department, phone number, office location, profile photo, and custom directory attributes.
When a user's details change in Entra ID, their email signature updates on the next sync cycle. No manual editing. No stale information. No IT tickets to fix someone's job title after a promotion.
This matters most for organizations with frequent onboarding, role changes, or multiple office locations. The signature always reflects the current state of your directory. New hires get their signature the moment they appear in your Microsoft 365 tenant.
For organizations using on-premises Active Directory synchronized via Azure AD Connect, SyncSignature reads from the synced Entra ID directory, so your existing AD infrastructure works seamlessly.
Group-based signatures for departments, roles, and locations
Not every team needs the same email signature. SyncSignature supports group-based signature assignment:
• Create different templates for Sales, Marketing, Legal, Support, or any custom group
• Assign templates automatically based on department, organizational unit, role, or office location
• When an employee moves between teams, update their group and their signature changes with it
• New employees added to a group receive the correct signature automatically
Microsoft 365's built-in signature options are limited. Users can only set their own signatures in Outlook settings, and the admin-level “disclaimer” feature in Exchange transport rules is text-only with no branding support. SyncSignature adds full group-based management with visual templates that Microsoft 365 does not offer natively.
Works with Outlook Web, Outlook Desktop, and mobile
SyncSignature supports all Outlook platforms your team uses:
• Outlook Web (OWA): Signatures are deployed directly and appear when composing emails in the browser
• Outlook Desktop (Windows and Mac): Signatures sync without requiring employees to manually copy and paste
• Mobile (iOS and Android): Consistent signatures across mobile Outlook apps
Signatures render correctly across all email clients on the receiving end, including Gmail, Apple Mail, Thunderbird, and mobile email apps. Every template is responsive and tested across platforms.
No transport rules, no mail rerouting, no third-party email processing
Most Office 365 signature management tools (including Exclaimer and CodeTwo) work by rerouting your emails through their own servers to append signatures. This means your email content passes through a third party before reaching the recipient.
SyncSignature takes a different approach. Signatures are written directly to user accounts. Your emails are never rerouted, never processed by external servers, and never leave Microsoft's infrastructure during delivery.
This matters for:
• Organizations with strict data residency requirements
• Companies in regulated industries where email content cannot pass through third-party systems
• IT teams that don't want to manage transport rules and mail flow connectors
• Businesses that want signature management without adding complexity to their email delivery pipeline
Enforce standardized signatures across your organization
Outlook lets users edit their own email signatures freely. There is no native way in Microsoft 365 to lock a branded signature or prevent employees from changing it.
SyncSignature gives admins control:
• Deploy standardized, on-brand signatures that stay consistent
• Re-sync signatures to overwrite any manual changes employees make
• Ensure every outbound email includes required legal disclaimers or compliance notices
• Maintain a single source of truth for email branding across the company
For companies in regulated industries such as finance, healthcare, legal, and real estate, this level of control is a compliance requirement, not a nice-to-have.
Let marketing manage signatures without IT involvement
SyncSignature supports delegated access so marketing teams, HR, or department leads can manage email signatures without requiring Microsoft 365 admin credentials.
Admins retain full control over permissions while giving specific teams the ability to update banners, modify templates, or roll out campaign-specific signatures on their own schedule. This removes the bottleneck of routing every signature change through IT.
100+ professionally designed Outlook signature templates
Choose from a library of professionally designed email signature templates suitable for every industry and company size. Each template is responsive and renders correctly across Outlook, Gmail, Apple Mail, and mobile email apps.
Fully customizable: adjust colors, fonts, layout, logo placement, and social icons to match your brand. Templates support dynamic placeholder fields that auto-fill from your Entra ID directory, including:
• Company logo and employee headshot
• Social media icon links
• Custom CTA buttons
�� Marketing banners
• Legal disclaimers
No HTML or coding required. For teams that need advanced customization, SyncSignature also supports direct HTML editing.
Deploy signatures across your entire Microsoft 365 organization in one click
The core advantage of using email signature management software for Office 365 is bulk deployment. SyncSignature deploys signatures across your tenant without requiring action from individual employees.
Most organizations complete setup in under 15 minutes. Connect your Microsoft 365 account, sync users, choose or customize a template, and deploy.
- No manual work for users
- No IT team intervention required
- Bulk updates in seconds
- Works across Outlook Web, Desktop, and mobile
- Change a logo, update a banner, fix a phone number, and push the change to all users instantly
Turn every email into a marketing channel with Outlook signature banners
Every email your team sends is an opportunity to promote your business. SyncSignature lets you add marketing banners to Outlook email signatures across your entire Microsoft 365 organization.
Use cases for email signature banners:
• Promotional campaigns and seasonal offers
• Content marketing and blog post distribution
• Hiring and recruitment notices
• Event and webinar announcements
• Awards, certifications, and social proof badges
• Product launches and feature announcements
Update banners across all employees with a single click. No need to coordinate with individual team members. SyncSignature includes banner scheduling so you can plan campaigns ahead and have them activate and deactivate automatically.
Manage signatures across multiple domains in your Microsoft 365 tenant
If your Microsoft 365 tenant has multiple domains (e.g., @company.com and @brand.co), SyncSignature can manage and deploy different signatures for each domain. Each domain gets its own brand-specific templates, groups, and deployment settings, all managed from a single dashboard.
Security and data privacy
SyncSignature is listed on Microsoft AppSource and connects to Microsoft 365 via OAuth 2.0 and the Microsoft Graph API.
• We only access the data required for signature management: user directory info and signature settings
• We never read, store, or access your emails
• Emails are never rerouted through our servers
• All data is transmitted over TLS encryption
• User data is stored on Amazon Web Services (AWS) infrastructure with standard security practices
• SyncSignature is GDPR compliant
Your emails never leave Microsoft's infrastructure. SyncSignature writes signatures directly to user accounts through the Graph API. There are no transport rules, no mail flow connectors, and no third-party email processing.
SyncSignature vs. native Microsoft 365 signature options
Microsoft 365 provides three built-in options for email signatures, and all three have significant limitations:
1. User-managed signatures in Outlook settings: Each employee sets their own signature. No admin control, no enforcement, no consistency. Employees can use any formatting, skip the signature entirely, or include incorrect information.
2. Transport rule disclaimers in Exchange Admin Center: Admins can append a text-based disclaimer to outbound emails. This is text-only, with no HTML formatting, no images, no branding. It appends at the bottom of the email thread, not under the latest message. It cannot be personalized per user.
3. PowerShell scripting: IT teams can write scripts using the Microsoft Graph API to set signatures for users. This requires development resources, ongoing maintenance, and does not provide a visual editor, template management, or banner support.
SyncSignature replaces all three with a centralized dashboard that combines visual template design, Entra ID sync, group-based assignment, one-click deployment, and marketing banners. No PowerShell, no transport rules, no manual employee setup.
Why Microsoft 365 teams choose SyncSignature
vs. Exclaimer and CodeTwo: Both Exclaimer and CodeTwo reroute your emails through their own servers to append signatures. This adds a third-party processor to your email delivery pipeline. SyncSignature writes signatures directly to user accounts without any email rerouting, keeping your emails entirely within Microsoft's infrastructure.
vs. Native Microsoft 365 tools: Microsoft 365's built-in signature options are limited to user-managed settings, text-only transport rule disclaimers, or custom PowerShell scripting. None provide a visual editor, group-based templates, directory sync, or banner management. SyncSignature adds all of these without requiring IT resources to maintain scripts or transport rules.
vs. Free signature generators: Free generators create one-off signatures but offer no central management, no deployment, no directory sync, and no way to enforce consistency. SyncSignature is email signature management software designed for teams that need ongoing control over signatures, not a one-time tool.
Pricing that works for growing teams: SyncSignature's team plan starts at $2/user/month, with volume pricing that decreases as your team grows. No enterprise minimums, no annual commitments required. View pricing.
Also use Google Workspace? SyncSignature supports both platforms. Manage Google Workspace signatures and Microsoft 365 signatures from the same dashboard.
Email signature management for Office 365
Effortlessly manage team email signatures with SyncSignature Microsoft 365 signature manager and unlock an engaging marketing channel – No coding or IT help required. See customer stories | Read reviews
Get startedWhat Our Customers Say About SyncSignature
It makes managing email signatures for the whole team fast and centralized. I don't like chasing people to update their signature. Changes apply automatically.
Alexander B.
Marketing Director
As someone managing multiple businesses, having a comprehensive email signature management tool is essential, and SyncSignature has already proven to be the ideal solution.
Christophe
Founder - AI services
Frequently asked questions
You can manage Outlook signatures for all users in Office 365 using SyncSignature. It connects to your Microsoft 365 tenant, syncs users from Entra ID, and lets you create, deploy, and update signatures across your organization from a single dashboard.
Yes. SyncSignature deploys professional email signatures to all users in Microsoft 365 without requiring manual setup from each employee. Signatures appear in Outlook Web and Desktop automatically.
Yes. SyncSignature connects securely with Microsoft 365 via OAuth 2.0 and the Microsoft Graph API. It supports Outlook Web (OWA) and Outlook Desktop (Windows and Mac). You can sync users, manage signatures, and update them automatically.
Yes. SyncSignature supports group-based signature assignment. Create different templates for Sales, Marketing, Legal, Support, or any custom group. Signatures auto-fill dynamic fields like name, department, title, and contact info from your Entra ID directory.
Using SyncSignature is the most practical way to standardize Outlook email signatures. It ensures consistent branding, formatting, and contact details across all team members in Office 365 without requiring employees to manage their own signatures.
Yes. SyncSignature lets you insert banners, disclaimers, or seasonal promotions in your Outlook signatures and update them organization-wide with one click. Banner scheduling lets you plan campaigns ahead.
No. SyncSignature works without requiring users to install anything. Signatures are deployed via the Microsoft Graph API and appear in Outlook automatically.
Yes. SyncSignature supports both Outlook Web Access (OWA) and Outlook Desktop (Windows and Mac), ensuring the signature is applied consistently across platforms.
Yes. SyncSignature uses the Microsoft Graph API with secure OAuth 2.0 authentication. It only accesses necessary directory data and signature settings. It does not read or store your emails. Emails are never rerouted through external servers.
Yes. SyncSignature offers a free trial with all features included. You can test centralized Outlook signature management before upgrading to a team plan.
Microsoft 365 only provides user-managed signatures, text-only transport rule disclaimers, or custom PowerShell scripting. SyncSignature adds a visual template editor, Entra ID sync, group-based templates, one-click deployment, marketing banners, and admin control without needing PowerShell scripts or transport rules.
No. Unlike Exclaimer and CodeTwo, SyncSignature does not reroute your emails. Signatures are written directly to user accounts via the Microsoft Graph API. Your emails stay entirely within Microsoft's infrastructure.
SyncSignature re-applies the correct signature on the next sync cycle, overwriting any manual changes employees make. This ensures the company-approved signature is always in place.
Most organizations complete setup in under 15 minutes. Connect your Microsoft 365 account, sync users from Entra ID, choose or customize a template, and deploy signatures instantly.
Yes. If your Microsoft 365 tenant has multiple domains, SyncSignature can manage and deploy different signatures for each using domain-specific templates and groups.
Yes. SyncSignature syncs user data from Microsoft Entra ID (Azure Active Directory) to personalize each employee's signature using their profile fields: title, department, phone, location, photo, and custom attributes.
Yes. You can assign different signature templates based on user groups, departments, or domains. This is useful for organizations with multiple brands or teams with different signature requirements.
When a new employee is added to Microsoft 365, refresh SyncSignature to detect the change, pull their profile data from Entra ID, and apply the correct signature. When someone leaves, their signature and user can be removed.
SyncSignature lets you create different templates for different departments and groups. While internal/external routing logic is handled at the transport rule level in Microsoft 365, you can use SyncSignature to create distinct signature styles for customer-facing teams versus internal teams.
Our Outlook signature setup guide covers the individual setup process. Our company signature management guide covers how to deploy and manage signatures across your entire Microsoft 365 organization using SyncSignature.
Yes. SyncSignature supports both platforms. You can manage Google Workspace signatures and Microsoft 365 signatures from the same dashboard, making it ideal for organizations using both email platforms.
Get started with Office 365 signature management
Sign up free and deploy professional, on-brand email signatures across your entire Microsoft 365 organization. Set up takes under 15 minutes. No credit card required.