How do I activate server-side imprinting?

You can enable cloud deployment during initial onboarding via the Connect option on your Exclaimer dashboard. To set it up later, go to the Settings menu, select Mail Flow , then choose Connect to (your preferred email platform) . Follow the on-screen instructions to authorize Exclaimer and set up server-side imprinting.

Does cloud deployment add any security risks to our email flow?

No. Emails are routed through Exclaimer’s Azure-based service within your local region, using email platform connectors. No email content is stored, and security standards such as ISO 27001, ISO 27018, and GDPR compliance are built in. Data is encrypted end-to-end with TLS protection, and advanced security measures such as firewalls, intrusion prevention systems (IPS), and active DDoS protection are in place to defend against cyber threats.

Can users change or remove their signatures?

No. Because signatures are applied server-side after the email is sent, end users can’t alter or bypass them. This guarantees that every message carries the approved signature and required disclaimers.

Will users see their signature while composing an email?

Because signatures are applied in the cloud, they aren’t visible while the user is writing their message. However, Exclaimer Cloud can also be paired with our Outlook add-in or Google Workspace app. This gives users a live preview of their signature as they type, while still ensuring the approved signature is applied server-side after sending. However, applied signature visibility in the sent items folder can be toggled on in your mail flow settings for both M365 & Google Workspace.

What happens if Exclaimer is unavailable — will our emails still be delivered?

Yes. Email delivery is never interrupted. Our 24/7/365 monitoring automatically detects any service alerts, with escalation chains that notify Exclaimer’s senior technical team immediately. In the highly unlikely event that the signature service at a regional datacenter is affected, your organization’s emails will not be lost. As soon as the issue is resolved, email continues to be sent as normal, with signatures resuming automatically. Exclaimer also uses high-availability clusters, automated load balancing, and continuous data synchronization to ensure seamless failover. Scheduled updates are deployed during off-peak hours, and the service is stress-tested to guarantee reliability.

Why is Exclaimer the best option for my business?

Exclaimer has been the leading signature management solution for 25 years. We are the only solution that has a 100/100 security scorecard. Our modern cloud-based technology will save your team time, save your business money, and allow you to easily implement disclaimers and brand requirements across signatures.

Brand Kits are Exclaimer’s central place for managing brand assets across employee communications. They store approved logos, fonts, colors, banners, meeting backgrounds, and disclaimers in one kit and apply them consistently across connected email signatures and video meetings, so employee communications stay on-brand automatically.

Who are brand kits for?

Brand Kits are perfect for organizations managing multiple brands, regions, departments, or subsidiaries—especially those going through rebrands, growth, or M&A activity.

How do I access Brand Kits?

Brand Kits are available with all Exclaimer plans. Log in to your Exclaimer account and go to Settings (Cog icon) > Brand Kits to create or edit your Brand Kits.

How do Brand Kits keep email signatures consistent?

Regardless of how complex your organization's structure may be, brand assets are stored and managed in one place. When assigned to signatures, Brand Kits ensure every employee email follows the correct brand guidelines.

What types of assets can I manage with Branding?

With Brand Kits, you can define logos, icons, fonts, colors, and banners for all of your brands, offices, regions etc. These assets are then available to use in any email signature design, for any of your teams. Pro users can enjoy this same brand-consistency on their organization’s meeting backgrounds using our Meeting Branding feature .

How do I add a brand asset to a new signature?

For each signature, select your brand kit from the dropdown. Then, when you add text or image assets in the Signature Designer, your assigned Brand Kit defaults (fonts, colors, and logos) are applied automatically. For example, when adding an Image/Logo element, simply select “Brand Image” as the source to choose from the pre-defined assets stored in the Brand Kit.

How do I upload and manage brand images?

Within Brand Kits, you can upload up to three images in different shapes, add alt text and hyperlinks, and make them available for use in your signatures.

Can I add assets while creating a signature if none are uploaded yet?

Yes. A placeholder appears will appear If there are currently no brand images defined. Once you upload your images to the assigned Brand Kit, they’ll automatically update in your design. For more information, see How to use Branding in a signature .

Can I preview changes before they go live?

Yes. While updates apply automatically, you can review them in the Signature Designer to confirm everything looks correct before finalizing and deploying to your users.

How do Brand Kits save time when managing email signatures?

Centralizing brand assets into set Brand Kits for each of your brands eliminates repetitive tasks like re-uploading the logos or defining colors and copying hex codes for every signature, across each of your brand's templates. Updates to every Brand Kit applies everywhere it is linked, reducing manual work, cutting down on errors, and streamlining brand management at scale.

Exclaimer has been the leading email signature management solution for 25 years and is the simplest way to manage email signatures at scale. Exclaimer is the only email signature management platform with Brand Kits—keeping assets in one place and updating them everywhere automatically.

How do I set up Directory Sync?

First, authorize Exclaimer to read user details from your directory. To do this, go to Settings > Sender Management in the Exclaimer console. You’ll need Microsoft 365 Global Administrator or Google Workspace Super Admin permissions to complete this step. The process varies slightly depending on your directory, but our clear on-screen instructions will guide you through.

How often does the sync run?

For Microsoft 365 and Google Workspace, Directory Sync runs automatically twice a day. You can also start a sync manually at any time from Sender Management . Once complete, you’ll see the date and time of the most recent sync. Allow up to three hours for the process to finish.

What control does IT have over user edits?

IT (or your chosen team) decides exactly which fields employees can edit—such as pronouns or personal numbers—while keeping all other fields locked. Coupled with Cloud Deployment, you can ensure every email is sent with the correct signature format, exactly as intended.

How can users edit their custom fields?

Employees can log into Exclaimer’s User Details Editor to update their information. From here, they can edit the fields IT has made available, customize their vCard, and even download their branded video background for Microsoft Teams or Google Meet.

How secure is Directory Sync?

Exclaimer only reads the user attributes needed to build signatures, using secure connections to Azure AD, Google Workspace, or Okta. All data is handled in line with ISO 27001, GDPR, and other leading compliance standards.

Why is Exclaimer the best option for my business?

Exclaimer has been the leading signature management solution for 25 years. We are the only solution that has a 100/100 security scorecard. Our modern technology will save your team time, save your business money, and allow you to easily implement disclaimers and brand requirements across signatures.

How Hegeman Bouwgroep moved 150 email signatures to the cloud with zero template rebuilds

HQ:

Almelo, Netherlands

Industry:

Construction

Size:

150+ employees

Features used:

Background

Hegeman Bouwgroep is a family-run construction company based in Almelo, Netherlands, with additional offices in Hengelo and Zwolle. Founded in 1965, the company builds and renovates homes, commercial buildings, and public facilities across the region, working with housing corporations, healthcare providers, schools, and local government.

Hegeman was already an Exclaimer customer, running its email signatures through Exclaimer's server-based application. When the company began modernizing its wider IT environment, including a move to a new construction-industry ERP platform, IT needed its email signature management to make the same jump to the cloud, without adding a rebuild project to an already full workload.

Before

Email signature updates required IT to log into an on-premises server
No way to make a change without a maintenance window
A new ERP rollout already stretching IT's time
Templates that risked being rebuilt from scratch on a new platform
Email signature management running separately from the rest of a cloud-first IT setup

After

Email signature updates made directly through Microsoft 365, no server required
Changes take effect straight away, with no maintenance window
The ERP rollout stayed on track, with no added rebuild work
Every existing template converted, not rebuilt
Email signature management running on the same cloud path as the rest of Hegeman's IT

Hegeman Bouwgroep's challenge

Hegeman's IT team was already using Exclaimer's on-premises software, so this wasn't a search for a new provider. It was a question of moving a system they already trusted onto a new foundation, at the same time as everything else in IT was changing. A few things made that harder than a simple upgrade:

Signature changes tied to a server: Every update to Hegeman's email signatures needed IT to log into an on-premises server, with no way to make a change without a maintenance window.
A new ERP platform going in at the same time: With a construction-industry ERP rollout already underway, IT had no spare capacity for a large new project.
Templates built up over time: Hegeman's existing email signature designs had been refined over several years, and rebuilding them from scratch wasn't a realistic option.
Consistency across three offices: Almelo, Hengelo, and Zwolle all needed to send from the same email signature, with nothing drifting between locations.
A trusted platform, not a fresh start: Hegeman wanted to move to Exclaimer's cloud solution without switching providers or relearning a new system.

150

email signatures moved to Microsoft 365

Hours

from first enquiry to starting with Exclaimer's team

Zero

email signature templates rebuilt from scratch

How Exclaimer helped

Hegeman moved from Exclaimer's on-premises software to Exclaimer's cloud solution, controlled directly through Microsoft 365. The switch happened without losing any of the ground Hegeman had already covered.

With Exclaimer, Hegeman Bouwgroep can:

Update email signatures without touching a server: changes go out through Microsoft 365, with no maintenance window required.
Keep every existing template: Exclaimer converted Hegeman's email signature designs into the new format, so nothing had to be rebuilt.
Apply one email signature across every office: Almelo, Hengelo, and Zwolle all send from the same consistent design.
Move at the pace of the rest of its IT roadmap: email signature management now runs alongside Hegeman's other cloud-based systems, instead of trailing behind them.
Rely on a platform it already trusted: the switch to the cloud built on Hegeman's existing relationship with Exclaimer, rather than starting over with a new vendor.

For an IT team already stretched by an ERP rollout, moving email signatures to the cloud meant one fewer system left to modernize, without adding to an already full workload.

How Hegeman Bouwgroep moved 150 email signatures to the cloud with zero template rebuilds

Background

Before & after

Hegeman Bouwgroep's challenge

The results

How Exclaimer helped

See more customer stories