Mailtiv

vCard and QR code

Updated 4 November 2026 by the Inthouse product team

With Mailtiv you can add a QR code that carries vCard details to your email signatures. Instead of typing your details by hand, recipients can save your contact information more easily.

How it works

The QR code is one of the fields you insert while designing a signature:

1. In the Mailtiv portal, start a new signature under Design Email Signature or open an existing one.
2. Use Insert placeholder to add the QR code next to details such as name, title, phone and photo.
3. Check the preview, then save and assign the signature.

Every user gets the signature filled with their own details. The details come from their Microsoft 365 profile; if a title or phone number is wrong, your IT team fixes it in Microsoft 365.

For designing a signature step by step, see the Portal guide.

Good to know

• Outlook limits how big a signature can be. If a signature goes over that limit, Mailtiv makes it smaller so the email still gets one; the photo, QR code or images may then be left out.
• Keep an eye on the size meter while designing. Lighter signatures load faster and don't get shortened.

Frequently asked questions

What is the QR code for?

The QR code carries vCard details. Recipients can save your contact information more easily instead of typing it in.

Do I need a separate QR code for each employee?

No. You add the QR code to the signature template once, and every user's signature is filled with their own Microsoft 365 details.

Why is the QR code sometimes missing from a signature?

The signature may be over Outlook's size limit. Mailtiv then makes it smaller and may leave out the photo, QR code or images. Your IT team can prevent this by making the signature lighter.