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.

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.

Who can manage Signature Rules?

Any user with the “Editor” role assigned can create and manage rules. This allows Marketing, HR, and Compliance teams to work directly within the platform, while IT maintains overall control of email signatures through role-based permissions.

Are Signature Rules available on all Exclaimer plans?

No. Signature Rules are available on both our Standard and Pro plans, but not on the Starter plan.

Can I manage Disclaimers through Signature Rules?

Disclaimers are managed through Exclaimer’s dedicated Disclaimers feature, which uses its own rules. This keeps legal notices separate from marketing content, while still ensuring both are applied consistently.

Can I schedule signatures for a specific time period?

Yes. You can set rules so signatures only apply during certain dates or times, for example during seasonal promotions or limited-time campaigns . You can even schedule them down to specific hours, giving you complete control over when each signature is used.

Is there a limit to how many rules I can create?

No. You can have as many — or as few — rules as needed. Exclaimer gives you total control over who sends and receives which email signature, and when. Keep it simple with a single rule, or set up more detailed targeting as your organization’s needs grow.

Can I check my rules before sending real emails?

Yes. Exclaimer includes a Signature Rules Tester that simulates sending emails between chosen senders and recipients. It shows you exactly how rules are applied and which signatures will be used, so you can confirm everything works as expected before deployment.

Why is Exclaimer the best option for my business?

Exclaimer has been the leading signature management solution for 25 years. Our modern technology will save your team time, save your business money, and allow you to easily implement disclaimers to meet legal requirements.

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.

Can I use an animated GIF as my campaign banner?

Yes. Animated GIFs are supported.

Can I assign a campaign to specific users?

Yes. In the advanced rules section you can assign campaigns to individual users or groups.

Can I set an advanced date/time schedule for a campaign?

Yes, with the Pro plan. After initial setup, advanced rules let you define detailed schedules.

Can I use a Salesforce list to target recipients?

Yes, if you’re on the Pro plan and already connected to Salesforce. In the advanced rules, you can select Salesforce lists from the Recipients tab.

How do I control the priority of my campaigns?

At present, campaigns are applied in the order they’re stored, and the first suitable one is used. Manual reordering isn’t available yet.

Can I control where in the signature the campaign banner will appear?

Not right now. Banners always appear at the bottom of the signature, which may be below a disclaimer if you use one.

Can I customize the banner’s size or alignment?

No. The banner appears at the size it was uploaded. You can add a hyperlink, but layout changes aren’t supported.

What are the limits on image dimensions?

Neither the width nor height can exceed 600 pixels.

Can I connect to Google Analytics?

Yes. By adding UTM parameters to your banner’s URL, campaign clicks can be tracked in Google Analytics.

Why is Exclaimer the best option for my business?

Exclaimer has been the leading signature management solution for 25 years. Our modern technology will save your team time, save your business money, and allow you to easily implement disclaimers and brand requirements across all user signatures.

How do we ensure disclaimers are consistently applied to all employees, regardless of their email client or device?

Email disclaimers are applied securely server-side , so they’re added to an email after it is sent. This guarantees the correct legal notice appears on every message — whether it’s sent from desktop, mobile, or a browser-based email platform.

Can we apply a different disclaimer to emails based on who they are sent to or from?

Yes. You can set rules that tailor disclaimers to specific compliance requirements. Filter by sender details (such as department, group, or location) or by recipient factors (like domain or synced Salesforce and HubSpot lists). This makes it easy to apply different disclaimers for internal vs. external emails, or to specific client groups.

How can we ensure a disclaimer is only used for a specific period of time, such as for a temporary legal notice?

Disclaimers can be time-bound. Simply set a start and end date in the dashboard, and Exclaimer will automatically add and remove the email disclaimer during that window.

How can we quickly update a disclaimer across the entire organization to comply with a new regulation?

Simply edit the disclaimer in the central dashboard. Updates take effect immediately across all emails that meet your rules, with no need for employee action or manual updates.

Why is Exclaimer the best option for my business?

Exclaimer has been the leading signature management solution for 25 years. Our modern technology will save your team time, save your business money, and allow you to easily implement disclaimers to meet legal requirements.

How KUHN managed 3,500 email signatures without a single support ticket

HQ:

Saverne, France

Industry:

Agricultural Machinery & Manufacturing

Size:

3,500 employees

Features used:

Background

Founded in 1828, KUHN is a world leader in agricultural equipment, with nearly 3,500 employees distributed across multiple companies throughout Europe and beyond. The group designs, manufactures, and distributes a complete range of agricultural machinery and services.

In 2013, KUHN deployed Exclaimer's on-premises solution alongside its Exchange environment. The aim was to centrally manage employee email signatures and legal disclaimers, with consistent brand presentation and automated compliance across all business units.

When KUHN migrated to Microsoft 365 in 2020, moving to Exclaimer's cloud solution was the natural choice. The implementation took just a few hours with no disruption. KUHN retained the centralized control and reliability it had built over seven years and gained the benefits of cloud-based email signature management.

Before

Manual email signature creation and updates for thousands of users
No automatic legal disclaimer deployment across European business units
Inconsistent branding across multiple companies with no centralized control

After

Centralized management for 3,500 users with only three administrators
Zero technical support issues over 10+ years of operation
Cloud migration completed in hours, with 30 active email signature templates

KUHN's challenge

Before Exclaimer, KUHN faced significant challenges managing email signatures across its large, distributed organization.

No centralized control: Employees across multiple companies and regions had no unified email signature management system.
Compliance risks: Legal disclaimers couldn't be automatically deployed, creating potential regulatory issues across European business units.
Manual email signature updates: IT teams manually created and updated email signatures for thousands of users, consuming resources and introducing errors.
Brand inconsistency: Multiple companies within the KUHN Group lacked unified brand presentation in email communications.

3,500

users with consistent email signatures

10+

years without any support issues

30+

actively deployed templates

How Exclaimer helped

KUHN first deployed Exclaimer's on-premises solution in 2013, giving it centralized control over email signatures from day one. When KUHN migrated to Microsoft 365, the transition to Exclaimer's cloud solution was completed in just a few hours with no disruption.

With Exclaimer, KUHN can:

Centrally manage email signatures for nearly 3,500 users from a single platform with only three portal administrators
Automatically apply legal disclaimers to all outbound emails, maintaining consistent compliance across all business units and regions
Maintain brand consistency across multiple companies within the KUHN group using approximately 30 active email signature templates
Deploy email signatures server-side for consistent application regardless of user device or email client
Run targeted banner campaigns to promote corporate events for specific regions and companies, including milestone celebrations such as company anniversaries

Today, KUHN runs Exclaimer with just three administrators, no vendor support calls, and over a decade of uninterrupted operation.

How KUHN managed 3,500 email signatures without a single support ticket

Background

Before & after

KUHN's challenge

The results

How Exclaimer helped

See more customer stories