CodeTwo: Simple, Automated Email Signatures for Microsoft 365

How CodeTwo Automation Handles Microsoft 365 Signatures Without The Fuss

Email signatures often cause headaches. They can be inconsistent, hard to update, and sometimes even cause compliance issues. What if there was a way to design your email signature once and have it work perfectly everywhere—on desktop, web, and mobile—without IT tickets or confusion? This post explores a straightforward solution that solves these common problems, keeps your emails compliant, and saves time and money.

Easy drag-and-drop email signature builder in action

Why Email Signatures Matter More Than You Think

Many companies underestimate the importance of email signatures. They are not just a way to display contact details but a tool for brand consistency, legal compliance, and professional communication.

• Brand consistency: A well-designed signature reinforces your company’s image.

• Legal compliance: Certain disclaimers and confidentiality clauses are required by law or company policy.

• User experience: Clear, simple signatures avoid confusing recipients and reduce the chance of emails landing in spam.

  
  

Yet, managing signatures across an entire organization can be a nightmare. IT teams get overwhelmed with requests, employees use different formats, and compliance clauses are often forgotten or misplaced.

The Challenge of Managing Email Signatures

Traditional methods of managing email signatures usually involve manual updates or complex IT solutions. These approaches have several drawbacks:

• Manual updates: Employees update signatures themselves, leading to inconsistent formats.

• IT involvement: Requests for signature changes create a backlog for IT teams.

• Device inconsistency: Signatures may look different on Outlook desktop, web, or mobile apps.

• Compliance risks: Missing confidentiality clauses or legal disclaimers can expose companies to risks.

  
  

These challenges often lead to frustration, wasted time, and potential legal issues.

A Simple Solution That Works Everywhere

Imagine a tool that lets you design your email signature once and applies it automatically across all devices and platforms. This solution uses a drag-and-drop builder combined with rule-based logic to customize signatures based on the recipient or email type.

Key Features

• Drag-and-drop builder

Design your signature visually without coding. Once created, it’s done forever unless you want to update it.

• Rule-based signatures

For external emails, the full footer with legal disclaimers appears. For internal emails, a simple emoji thumbs-up or minimal signature shows, keeping internal communication clean.

• Cross-platform consistency

The signature lives on Outlook desktop, web, and phone apps. No ghost signatures or missing elements.

• Affordable pricing

At £10.60 per user per year, it costs less than the confusion caused by one incorrect invoice.

How Compliance Is Automatically Handled

One of the biggest benefits is automatic compliance. That tiny “This email is confidential” clause, often forgotten or manually added, is appended automatically to every external email. This feature:

• Stops lawyers from complaining about missing disclaimers.

• Prevents clients from forwarding emails that get flagged as spam.

• Ensures your company meets legal and regulatory requirements without extra effort.

  
  

Practical Example: How It Works in Real Life

Consider a mid-sized company with 200 employees. Before using this solution, the IT team spent hours updating signatures every time a phone number or legal clause changed. Employees often sent emails with outdated or inconsistent signatures.

After implementing the drag-and-drop, rule-based signature tool:

• The marketing team designed the signature once.

• IT set rules for external and internal emails.

• Signatures updated automatically across all devices.

• Compliance clauses appeared only where needed.

• The IT team saved dozens of hours annually.

• Employees stopped sending emails with confusing or missing signatures.

  
  

Getting Started with a Trial

If you want to see how this solution fits your organisation, a trial is available. Simply reply with a quote request, and you will be set up quickly. This lets you test the tool without commitment and experience the benefits firsthand.

Get Quote

Let CodeTwo automation handle Microsoft 365 signatures without the fuss