A consistent signature. A simpler workday.

Signature editor

Design with the visual editor or switch to HTML and paste your own. The preview uses a real person from your directory, so you see their actual title and phone number, not placeholder text.

The editor warns about markup that classic Outlook renders badly, such as flexbox layouts, scripts, and images without alternative text.

Fields from Microsoft 365

Name, job title, department, email address, mobile and office phone, office location, company name, street, postal code, city and country. They come from the person's profile, so a change in Microsoft 365 reaches the signature without anyone editing a template.

Mark any line as optional. An empty mobile number then removes its line instead of leaving a label with nothing after it.

Rules

Assign a signature to a person, to a group, or as the default. Add conditions: new message, reply or forward, and internal or external recipients. A rule for one person beats a rule for a group, which beats the default, and more specific conditions win within each level.

The rule tester answers the question every admin asks: which signature does Anna get when she replies to a customer, and why not the others?

Publishing and history

Saving a draft never changes what people send. Publish when it is ready. Every published version is kept, and you can restore an older one. If two admins edit the same template, the second save is refused instead of overwriting the first.

Shared mailboxes

A shared mailbox such as info@ can have its own signature. An administrator grants named people the right to use it. A shared mailbox needs one licence, however many people send as it.

Photos and logos

Use the profile photo from Microsoft 365, or upload company logos and banners. The optional Photo Manager can also set people's profile photos. It needs one extra permission, which you can leave out.

Images in a signature must be reachable by the people who receive the email, so they cannot require a sign-in. Do not upload anything confidential.

In Outlook

When someone starts a message, the add-in inserts the signature that fits it. A side pane lists the other signatures that apply, and it updates when the sender or the recipients change.

Administration

Several administrators, an audit log of changes, a health check that tells you when mailsign365 can no longer read your directory, and a disconnect button. Licences are assigned per mailbox or through one group.