User guide

How Mailtiv works

Updated 4 November 2026 by the Inthouse product team

In short

Mailtiv has two parts:

• the Mailtiv portal, where your admins design signatures;
• the Mailtiv add-in for Outlook, which adds the right signature when someone writes an email.

The add-in reads the person's own Microsoft 365 profile, fills in the signature, and puts it in the email. Your emails never pass through Mailtiv. Mailtiv doesn't read, store or route your messages.

When changes appear

• A signature you save or switch on reaches Outlook usually within about 15 minutes, the next time someone starts an email.
• Campaigns switch on and off by themselves on their dates, within about 15 minutes of midnight in your company timezone.
• Profile changes in Microsoft 365 (title, phone, photo) can take a few hours. People can select Refresh my details in the Mailtiv pane to get them right away.
• If someone still sees an old signature, they can select Clear cached data in the Mailtiv pane.

Supported Outlook

Notes:

• Keep Outlook up to date. Recent Microsoft 365 versions of Outlook work best.
• Personal Outlook.com accounts aren't supported.
• Outlook doesn't run add-ins in a few special cases, for example replying to a meeting with RSVP with note, or an email started from Word while Outlook is closed. Those emails get no Mailtiv signature.

Data and privacy

• What Mailtiv uses: each person's Microsoft 365 profile details that appear in the signature (name, title, department, phone numbers, office address, photo and similar). They're read when the signature is built and shown only in that person's own emails.
• What Mailtiv stores:
  • your signature templates and campaigns;
  • company assets (logos, links, address, disclaimer);
  • your company settings;
  • an activity log of admin changes, kept for 12 months.
• Where: in Microsoft Azure data centres in the EU.
• Approach: Mailtiv is designed with a GDPR-aligned / KVKK-aligned approach. See our privacy notice (KVKK).

Removing Mailtiv

1. Delete your data. In the portal, go to Settings → Delete all company data.
   • Deleted immediately: signatures, campaigns and their history, company assets, settings, and the activity log.
   • Optionally, Mailtiv also removes its signature groups and role assignments from your Microsoft Entra ID. Treat this as permanent.
   • Some things go away on their own a little later: backups within 8 days, signatures saved on devices within at most 30 days, and access logs after 90 days.
2. Remove the add-in. In the Microsoft 365 admin center, go to Settings → Integrated apps, open Mailtiv - Email Signature and remove it.
3. Remove Mailtiv's access. Go to Microsoft Entra admin center → Enterprise applications → Mailtiv → Properties → Delete.