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.

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.

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 Orifarm centralized email signatures across 2,000 employees in 10 European countries with Exclaimer

HQ:

Odense, Denmark

Industry:

Pharmaceutical Manufacturing

Size:

2,000+ employees

Features used:

Background

Orifarm builds its business on making healthcare a better deal: high-quality pharmaceuticals at a low cost, delivered with the reliability patients and pharmacies expect from a trusted supplier. That same reliability had to extend to something as small as an email signature.

Founded in 1994, the family-owned company imports, produces, repackages, and distributes pharmaceuticals across 10 European countries, through three business areas: Pharma Trade, Specialty Rx, and Consumer Healthcare. Today Orifarm employs more than 2,000 people and ranks among Europe's largest parallel importers of pharmaceuticals.

With that many markets and business areas under one roof, Orifarm needed an email signature solution that could scale as fast as the business did.

Before

No centralized system for email signature management
Manual updates, country by country
No single source of truth for contact details
New markets meant starting from scratch

After

One platform manages every email signature in every country
Updates apply automatically
Contact details stay accurate, even with missing fields
New markets run on the same setup

Orifarm's challenge

Before Exclaimer, Orifarm managed email signatures separately in each of its 10 countries, with no centralized platform or oversight.

Orifarm's indirect procurement team faced multiple problems at once:

No centralized system: Email signature formatting varied from one country to the next, with no single platform in control.
Manual, ongoing upkeep: Every job title change or new hire meant someone updating email signatures by hand, country by country.
Configuration complexity: Something as simple as a phone number could get complicated fast. If an employee had no landline, should their signature show a mobile number instead, or show both?
Growth pressure: Orifarm's ambition to keep exploring new business areas and markets meant setting up email signature management from scratch each time.

Orifarm's team needed a platform and the expertise to configure it correctly, without adding to their workload.

European countries running on one email signature platform

2,000+

employees with consistent email signature templates

business areas unified under a single signature setup

How Exclaimer helped

Orifarm implemented Exclaimer's email signature management solution to centralize control across every one of its European offices, replacing a patchwork of country-by-country processes with one platform.

With Exclaimer, Orifarm can:

Manage email signatures for every user across 10 countries from one platform, instead of country by country.
Use Brand Kits to centralize logos, fonts, colors, and icons across every template, so every country's signature carries the same look.
Rely on Exclaimer's template design team to build and configure email signature templates, without pulling internal IT resources into the work.
Sync with Orifarm's directory to keep contact details accurate and up to date, without manual entry.
Use Signature Rules to handle details like automatically showing a mobile number when no landline is on file.
Deploy changes to every country at once, cutting out the manual work that used to fall on local teams.

Exclaimer now serves as the centralized platform behind every Orifarm email signature, in every country. That same reliability Orifarm builds into its pharmaceuticals now extends to how the company communicates, one email at a time. And the relationship goes beyond the software: hands-on support from the Exclaimer team helped Orifarm get set up and see value quickly, without adding to internal teams' workload.

How Orifarm centralized email signatures across 2,000 employees in 10 European countries with Exclaimer

Background

Before & after

Orifarm's challenge

The results

How Exclaimer helped

See more customer stories