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 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.

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 Make-A-Wish UK keeps nearly 500 email signatures on-brand with Exclaimer

HQ:

Reading, United Kingdom

Industry:

Not for Profit

Size:

70+ staff, 420+ volunteers

Features used:

Background

Make-A-Wish UK grants the wishes of children aged three to 17 living with critical illnesses. Based in Reading, England, the charity has granted more than 15,000 wishes since 1986, delivered by a lean core of 70+ full-time staff and a much larger network of 420+ volunteer wish visitors across the country.

That structure created a real email signature problem. Every message needed the charity's current branding, a full legal disclaimer, and the latest campaign messaging, whether it came from a staff member at the Reading hub or a volunteer sending from their own inbox. With marketing campaigns changing often and volunteers rarely holding the latest approved template, consistent, compliant messaging was hard to guarantee.

Before

Email signature templates updated and distributed by hand
Marketing messaging that drifted from brand standards between updates
Volunteers sending from personal or outdated email signatures
Legal disclaimers missing from some outbound email
Marketing dependent on IT to push out every template change

After

Every email signature centrally managed and updated in seconds
Marketing controls messaging, IT controls the platform
One consistent, compliant email signature for staff and volunteers alike
Legal disclaimers applied automatically, every time
More time back for the team to focus on granting wishes

Make-A-Wish UK's challenge

Before Exclaimer, Make-A-Wish UK's small marketing and IT team faced growing pressure to keep every email compliant and on brand, across two very different kinds of sender.

Compliance risk: every email needed accurate, current charity information and a full legal disclaimer, with no room for error.
Brand consistency: marketing campaigns changed regularly, and manually updated email signature templates often fell out of step with the charity's brand standards.
A volunteer-powered team: with 420+ volunteer wish visitors working alongside 70+ full-time staff, key marketing messaging was frequently lost when volunteers used personal email signatures or simply didn't have the latest template.
A lean team with no time to spare: manually distributing and chasing signature updates ate into time a small charity team needed for wish-granting work, not admin.

One

consistent, compliant email signature for all senders

Instant

email signature and campaign updates

Zero

templates for volunteers to chase or lose track of

How Exclaimer helped

Exclaimer gave Make-A-Wish UK's small team a single, centralized platform to manage every email signature, whether it's sent by a staff member at the Reading hub or a volunteer wish visitor working from their own inbox. What used to mean manually distributing templates and chasing updates now happens automatically, in seconds, for everyone.

With Exclaimer, Make-A-Wish UK can:

Centralize every email signature from one platform, so every sender, staff or volunteer, always carries the same on-brand template.
Apply legal disclaimers automatically, keeping every outbound email compliant without anyone having to check.
Update campaign messaging instantly, as marketing rolls out changes across the whole charity in seconds, with no IT ticket required.
Free up time for the mission, since neither marketing nor IT spends hours distributing or chasing email signature updates.

How Make-A-Wish UK keeps nearly 500 email signatures on-brand with Exclaimer

Background

Before & after

Make-A-Wish UK's challenge

The results

How Exclaimer helped

See more customer stories