How to update Outlook signatures with Exclaimer: Ensure consistency and compliance

Over a million companies worldwide use Office 365. That's why Microsoft Outlook remains one of the most popular email platforms for professionals. But how do you update Outlook email signatures in Exclaimer? And how can you optimize your email signature to showcase your brand and enhance trust?

In this guide, we’ll show you how to easily change your Outlook 365 email signatures in Exclaimer. Learn how to create professional, on-brand email signatures in just a few simple steps and make the most of your email real estate.

Why keeping your email signature updated matters

Keeping your Outlook email signatures up to date is essential for maintaining a professional image and maximizing branding opportunities. A well-designed email signature boosts your business's credibility, supports marketing efforts, and ensures legal compliance. And all while making your emails stand out.

Including a clickable banner can help promote your company, share marketing messages and improve your email signature marketing. It’s an easy way to drive traffic through a trusted channel. With a high return on investment (ROI) and low cost, email continues to be one of the best-performing marketing tools.

Here's why an updated, effective email signature matters for your business:

1. Professionalism

An email signature is a crucial part of your professional identity and reflects both you and your organization. By maintaining an updated, professional email signature, you create a strong first impression. You also show your commitment to clear, effective communication.

2. Brand identity

Your email signature is a powerful tool to boost your brand identity. It can also leave a lasting impression on clients, prospects, and business partners. Adding your logo, colors, and contact information to your email signature improves brand recognition. It also ensures your business stays top of mind.

3. Contact information

Make sure your email signature includes up-to-date contact information to help clients reach you quickly and easily. Adding accurate phone numbers, email, and social media links ensures your contacts know how to reach you. Keeping your email signature updated not only builds trust but also improves communication and makes a professional impression.

4. Compliance

If you work in regulated industries like finance or healthcare, an email disclaimer is essential for compliance. Email disclaimers protect your business and ensure your communications meet legal and regulatory requirements.

5. Consistency

A consistent email signature format across your organization is essential for building strong brand recognition. By creating a standardized email signature, your team can present a unified and professional image to clients and prospects. sent.

How to change Outlook 365 signatures in Exclaimer

Looking to easily update Outlook 365 signatures? This step-by-step guide will show you how to change and update email signatures across all devices using Exclaimer.

Step 1: Sign-up with Exclaimer

• Start by signing up for an Exclaimer account.

• Complete the quick and easy registration process to set up your account. Gain full access to the Exclaimer email signature management platform.

  
  

Step 2: Create Outlook signatures

• Easily create an email signature in Outlook 365 with our drag-and-drop signature editor.

• Build professional email signatures for multiple users, departments, or specific roles. Manage them effortlessly with contact details like job titles.

  
  

Step 3: Automatically deploy on all devices

• Outlook automatically applies email signatures for users. This ensures professional and consistent branding across all communications.

• An advanced Outlook Add-in uses Microsoft’s latest API technology for seamless integration.

• Your team’s email signatures remain uniform and high-quality across all platforms. This includes desktop, mobile, and web-based services like Outlook 365. You don't need to log in to additional apps like OWA as signatures are added automatically.

  
  

Step 4: Send up-to-date, on-brand emails

• When composing an email in Outlook on desktop or mobile, the updated email signature now appears automatically.

• Your Outlook 365 Directory directly pre-fills the email signature with contact details.This means they're accurate and consistent.

• For users with multiple email signatures, Outlook offers a convenient drop-down menu to select the preferred signature.

  
  

How to edit your Outlook 365 signature design in Exclaimer

There are 2 ways to edit your Outlook signature designs in Exclaimer:

1. Using Edit Design in the Signatures tab

2. Using Manage in the Signatures tab

3. Change or add any elements that you need to

4. Preview your edits in the Preview pane

5. When you're happy, Save your changes

Options when changing your Outlook signatures in Exclaimer

Exclaimer Administrators can set Outlook client restrictions to determine what changes users can make to their signatures locally, in Microsoft Outlook. Simply use the Exclaimer Options menu.

The restrictions you can set include:

• Ability to overwrite or modify signatures

• Ability to remove signatures

• Ability to add new signatures

You can also use restrictions to:

• Remove any existing local signatures

Here's how to change these options in your Outlook signatures using Exclaimer:

Step 1: Navigate to the Outlook Signatures menu in Settings, then find Options

Step 2: Select your chosen restrictions

Step 3: Save changes

Change Outlook signatures with the Exclaimer Outlook Add-In

The Exclaimer Outlook Add-in is an application that allows users to add email signatures created within Exclaimer while composing an email.

Signature options are available for users to choose from, and signatures are applied to emails before sending.

Step 1: Install the Exclaimer Outlook Add-In

Step 2: Follow the Outlook Add-In instructions for:

• Outlook Web

• Outlook Desktop

• Android/ iOS

Step 3: When complete, open a blank email to begin the process of choosing a signature

Step 4: Look for the Exclaimer logo in the toolbar

Elevate your Outlook emails with Exclaimer

Imagine completing a major rebrand and needing to update your company's logo in all employee email signatures. Without a centralized solution, this would mean manually changing each signature. It’s an exhausting and time-consuming process that could take hours or even days.

With Exclaimer’s email signature software, you can streamline the process in just a few clicks. Our powerful platform makes it easy to create an email signature for every employee. It works seamlessly with any email client or mobile device.

Whether you're updating logos, contact details, or promotional banners, our software ensures your email signatures always look professional. It also helps reflect your brand identity.

1. Professional email signatures: Design and manage professional email signature templates for individuals, groups, or departments with ease.

2. Centralized management: Control and update email signatures across your organization from a centralized platform. You can even share access to the platform, so you can leave the signature designs to your marketing colleagues.

3. Brand consistency: Ensure consistent branding by enforcing standardized email signatures with your company's logo, colors, and fonts.

4. Dynamic content: Add dynamic content to email signatures, such as surveys, social media icons, promotional banners, and legal disclaimers.

5. Real-time updates: Make real-time changes to email signatures. Then, have them applied instantly across all devices and email clients.

6. Mobile device support: Extend professional signatures to mobile devices, including iOS and Android, ensuring consistent branding and professionalism.

7. Analytics and tracking: Gain insights into email signature usage, track campaigns, and measure the effectiveness of your email communications.

8. Legal compliance: Include necessary legal disclaimers and meet regulatory requirements in email signatures automatically.

9. Cloud-based solution: Benefit from a cloud-based service hosted within Microsoft Azure, ensuring reliability, scalability, and security.

By leveraging these features, Exclaimer helps businesses like yours enhance their email communications and maintain brand consistency. It also elevates their professional image across all devices and platforms.

Keep your email game on-point

Professional, consistent email signatures are key to making a strong impression and maximizing your email's impact. With Exclaimer’s email signature management solution, managing Outlook email signatures has never been easier.

Exclaimer helps you create professional email signatures that enhance your brand, improve communication, and boost email marketing. If you’re looking to streamline email signature management for Outlook 365, Exclaimer can help.

Take your email marketing and branding to the next level with Exclaimer. Book a demo today and discover how easy it is to manage Outlook email signatures for your business.