Blog
Practical articles on company email signatures: how to set one up in Outlook, what to do when it doesn't show, how to give everyone in Microsoft 365 the same signature, and how to think about personal data in signatures.
How to add the same signature for all users in Microsoft 365
There are two ways to add the same signature for everyone in Microsoft 365: a mail-flow rule in the Exchange admin center, or an add-in that adds the signature in Outlook. The rule costs nothing but adds the signature on the server after sending; the add-in shows it in Outlook while people write, with their own details.
Outlook signature not showing, out of date or doubled?
When the company signature doesn't show in Outlook, the add-in usually hasn't reached you yet, Outlook is too old, or you need to sign in once. If the signature is out of date, refresh your details; if there are two, turn off your own Outlook signature.
How to set up a company email signature in Outlook
One person can add a signature in Outlook's settings, but keeping the same signature across a whole company means managing it centrally. In Microsoft 365 you do that with an Outlook add-in: signatures are designed in a portal, and Outlook adds them on its own with each person's details.
Email signatures and GDPR: what to check
A company email signature contains personal data such as the employee's name, title, phone number and often a photo, so it falls under the GDPR. When you choose a signature tool, ask whether email content leaves your organization, where data is stored, which profile fields are used, and whether data can be deleted.
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