Migrating from Letsignit to Exclaimer: A simple step-by-step guide

If you’re using Letsignit, you already understand the value of managing email signatures centrally. But as your organization grows, it can become harder to maintain consistency, enforce policies, and support more advanced use cases—like multi-brand management or targeted campaigns.

Migrating to Exclaimer simplifies that. It reduces the need for manual updates while giving you more control over how signatures are managed across users, teams, and systems.

This guide shows you how to move from Letsignit to Exclaimer without disrupting email flow. You’ll see what to prepare, how to migrate step by step, and how to confirm everything is working as expected.

Should you switch from Letsignit to Exclaimer?

Letsignit is a solid option for managing email signatures in smaller or more centralized environments.

But as requirements expand, teams often run into challenges like:

• Limited control over branding across multiple teams, regions, or brands

• Manual updates that increase the risk of inconsistencies

• Gaps in audit visibility and compliance tracking

• Limited integrations and targeting capabilities for campaigns

• Difficulty scaling governance as the organization grows

Exclaimer is designed to address those challenges.

It centralizes governance while supporting role-based access, applies updates automatically, and provides the visibility needed to manage signatures consistently across the business.

If you’re looking to scale signature management without increasing manual effort, it’s a switch worth considering.

CodeTwo vs Exclaimer: Comparing key features and integrations

CodeTwo and Exclaimer take different approaches to managing email signatures. Here’s a look at how these play out across key areas.

Both platforms support email signature management. The difference is how well each one supports governance, automation, and consistency as your organization grows.

Where the difference shows at scale

A quick side-by-side overview of control, governance, and scalability across Exclaimer and Letsignit.

View the comparison

What to prepare before migrating from Letsignit to Exclaimer

A smooth migration starts with understanding how your current setup works and where manual processes may be introducing risk or inconsistency.

1. Audit your current signatures

Start by reviewing your existing Letsignit templates and configurations.

• Identify how many signature variations exist across teams

• Check for inconsistencies in branding, formatting, or disclaimers

• Note where updates rely on manual changes  

This helps you identify what should be standardized in your new setup.

2. Define how signatures should work going forward

Use the migration as an opportunity to improve how signatures are managed.

• Decide how signatures should vary by department, role, or region

• Confirm which elements must remain fixed for compliance

• Align IT, marketing, and compliance teams on ownership

Exclaimer supports centralized control with delegation, so establishing clear ownership helps avoid confusion later.

3. Clean and validate user data

Accurate directory data is essential for consistent signatures.

• Review fields like job titles, contact details, and locations

• Remove outdated or inconsistent entries

• Standardize formats across users

Exclaimer syncs employee details from your directory or HRIS of choice, so ensuring that data is accurate helps prevent errors at scale.

4. Review integrations and targeting needs

Take stock of how signatures are used beyond basic contact details.

• Identify CRM systems or tools you want to integrate

• Consider how you want to use signatures to deliver marketing campaigns

• Review any current limitations in Letsignit

This helps you take advantage of Exclaimer’s broader targeting and integration capabilities.

5. Plan your rollout approach

A phased rollout reduces risk and keeps the migration controlled.

• Select a pilot group to test first

• Roll out by team, region, or business unit

• Prepare a simple internal message for users

If done correctly, most users will never even notice the change.

How to migrate from Letsignit to Exclaimer, step by step

A structured approach helps you avoid disruption and ensures your new setup is cleaner and easier to manage.

1. Set up Exclaimer

Connect Exclaimer to your email environment:

• Microsoft 365 or Exchange

• Google Workspace

Once configured, directory sync pulls in the latest employee details automatically from your source of truth.

2. Rebuild and improve your templates

Start with one of Exclaimer’s pre-built email signature templates and adjust it to suit your teams’ needs. Or create a custom template from the ground up—the drag-and-drop editor makes it easy.

This is your opportunity to apply consistent branding, and any required disclaimers or other legal text, at scale.

3. Configure rules and permissions

Define how signatures should be applied and managed.

• Assign signature variations by group, role, or region

• Set role-based access for safe delegation of signature updates

• Lock down key elements where needed for governance

These rules remove the need for constant manual updates (or relying on users to “get it right.”)

4. Test before rollout

Validate your setup across different environments.

• Test signature rendering across devices and clients

• Verify that formatting, links, and disclaimers appear as they should

• Validate different user scenarios

The testing period is your chance to catch edge cases and ensure consistency at scale before full rollout.

5. Deploy in phases

Roll out gradually to reduce disruption.

• Start with a pilot group

• Gather feedback and refine

• Expand rollout across the organization

This keeps the process predictable and the risk at a minimum.

6. Decommission Letsignit

Once Exclaimer is fully live, remove your previous setup.

• Disable Letsignit templates and configurations

• Confirm all users are routed through Exclaimer

• Remove any legacy processes

Congratulations—your email signature management is now centralized and controlled.

Post-migration checklist: How to verify your Exclaimer rollout

After rollout, confirm everything is working as expected and that manual processes have been removed from your setup.

• Signatures apply consistently across all devices

• User data syncs correctly

• Branding is consistent across all templates

• Disclaimers appear where required

• Role-based access is set for safe delegation

• Campaigns and banners behave as expected

• Audit logs track changes and activity

If all has gone well, you should see a significant drop in signature-related support tickets going forward. 

Start your migration to Exclaimer today

Moving from Letsignit to Exclaimer isn’t just a platform switch. It’s a move to more consistent control, stronger governance, and less manual effort.

With Exclaimer, you’ll get:

• Consistent signatures across every user and device

• Centralized control with safe delegation

• Better visibility for compliance and audits

• More flexibility with integrations and campaigns

If your current setup is becoming harder to manage, it’s worth simplifying.