Automation · People, data and knowledge
Company email signatures: consistent in Gmail and Outlook
One approved signature for the whole company, deployed centrally through Google Workspace or Microsoft 365 administration. Name, job title and phone are taken from the company account, so a new hire has the right signature from their first email.
Sound familiar?
A signature is a small thing. Until everyone has a different one.
-
“Everyone has a different signature. Some with a logo, some with just a name.”
-
“Signatures still show the old phone number and the old address.”
-
“A new colleague sends emails with no signature at all for the first week.”
-
“On a phone the signature turns into a pile of links and a broken image.”
-
“We are changing our logo and do not know how many people we need to set it up for.”
What we set up for you
We design the signature once and deploy it to everyone. Not by sending everyone instructions.
Consistent signature design
Name, job title, phone, logo and a link to your website. A simple format that does not fall apart in common email programs. You approve the design, and only then do we deploy it.
Signature in Gmail (Google Workspace)
We set the signature for all users centrally through the Gmail interface. Google Workspace administration can add uniform text, such as a legal footer, to all outgoing emails.
Signature in Outlook (Microsoft 365)
Microsoft 365 can add a signature to all emails leaving the company with a rule on the server. It takes details such as name, job title or phone from the sender’s account.
Details from company accounts
We fill in name, job title and phone in the user accounts. The signature is built from them automatically, so a change of number or title is made in one place.
New hires and changes
A new hire gets the signature together with the company account. When you change the logo or address, the signature is updated for everyone at once.
Testing in Gmail, Outlook and on phones
Before we roll the signature out to everyone, we send test emails to Gmail, Outlook, iPhone and Android and check how it looks for the recipient.
Where signatures can be managed centrally
Based on Google and Microsoft documentation. What exactly works for you depends on your email provider and plan. We check that at the audit.
Google Workspace: uniform footer
An administrator in the Google Workspace console sets text that is added to all outgoing emails of users in an organizational unit, including emails from aliases. Images must be at a public web address, not on Google Drive.
Gmail: signature for each user
The Gmail interface can set a signature for each address and alias. Google states it is inserted into emails composed in Gmail on the web, so we test mobile apps separately.
Microsoft 365: server-side rule
A mail flow rule in Exchange Online adds a signature or footer to all emails leaving the company. It supports HTML, images and details from the sender’s account, such as name, job title and phone. The rule can be tested first without enforcing it.
Outlook on the web
An administrator can set the signature for Outlook on the web for individual mailboxes. According to Microsoft, it applies only to Outlook on the web and partly to the new Outlook, not to other email programs.
Is your email hosted somewhere other than Google Workspace or Microsoft 365? We check what your provider supports at the audit.
When you do not need us
A consistent signature is not a big project. When you can handle it yourself, we tell you.
- You are a team of two or three
- Each person adds the signature in their Gmail or Outlook settings. One template you share with each other is enough.
- A uniform legal footer is all you need
- Your administrator can set a footer for all outgoing emails directly in the Google Workspace console or with a rule in Microsoft 365. You do not need us for that.
- You want campaigns and click statistics in signatures
- There are specialized signature management tools with their own subscription for that. We do a consistent signature and its deployment, not marketing campaigns.
How it works
- 01
Free audit
30 minutes. Which email system you have, how many people and what signatures look like today.
Output: Recommended next step
- 02
Signature design
We prepare a signature based on your brand. You approve it.
Output: Approved signature
- 03
Testing
Test emails to Gmail, Outlook, iPhone and Android. We fix whatever falls apart.
Output: Verified signature
- 04
Rollout and handover
We deploy the signature centrally to everyone and show you how to edit it and what to do when a new person joins.
Output: Signature for the whole team
Frequently asked questions
Will you set the signature for everyone at once?
Will the signature look good on a phone too?
What happens when a new person joins?
Can the signature include a logo?
Does anyone have to install anything?
Are you a Google or Microsoft partner?
How much does it cost and how long does it take?
Enquiry — Email signatures
Tell us what you are dealing with. We start with a free 30-minute audit.