Masterclass: Managing email signatures on a Microsoft environment

Streamlining your email signature process can free up time for urgent tasks and strategic initiatives. It's not just about saving time; it's leveraging automation to boost your company's image and ensure consistency in all communications.

Get valuable insights and expert advice to revamp your email signature management. Watch the full webinar above for more details.

Why email signature management matters

• Often overlooked by IT: Email signatures are typically low priority, but inconsistent or outdated signatures can damage brand reputation and waste time.

• Common issues with the status quo:
  

  • Inconsistent formatting and messaging across users.

  • Outdated job titles or contact details.

  • Rogue signatures (e.g. self-promoted titles, emojis, personal slogans, or irrelevant contact info).

  • Manual updates are inefficient and error-prone.

What native Microsoft tools miss

• Manual management:
  

  • High IT time cost (e.g. one engineer managing 250 signatures manually).

  • Not scalable or sustainable for growing businesses.

• Mail flow rules in Microsoft 365:
  

  • “Disclaimers” aren’t built for email signature management

  • Users creating their own signatures causes duplication and misalignment

  • No easy way to customize by department or user group

  • Gaps appear when Active Directory data is incomplete

The risks of getting it wrong

• Brand damage: Inconsistent signatures erode trust

• Compliance gaps: Missing or incorrect disclaimers raise audit flags

• Security vulnerabilities: Oversharing in signatures opens phishing vectors

• Marketing blind spots: No way to run campaigns, track clicks, or update at speed

What rogue signatures look like

• Inflated or unofficial job titles

• Side gigs, personal blogs, or irrelevant promotions

• Emojis, quotes, or casual sign-offs

• Sports, politics, or other affiliations

• Too many phone numbers or contact methods

When it’s time to rethink your approach

• You’ve inherited a legacy setup or no setup at all

• You’re migrating systems or prepping for audit

• Signature-related support tickets keep stacking up

• You’ve lost visibility and control

What to look for in a third-party solution

• Centralized, browser-based admin with real-time updates

• HTML editor for polished, on-brand design

• Role-based access control (RBAC) to delegate safely

• Rules for targeting by user, group, location, or department

• Built-in campaign support with banners and CTAs

• Analytics to track signature engagement

• Easy integration with Microsoft 365 and Entra ID (Azure AD)

Speakers

• Paul Bardsley: Paul Bardsley is a seasoned IT leader with over two decades of experience in driving technological transformation and innovation. Over the past ten years, he has delivered value through IT across various sectors, including B2B, B2C, online platforms, software solutions, SMEs, and corporate markets. He is eager to share his expertise in merging technology with business processes to boost operational efficiency, achieve substantial cost savings, and enhance employee and customer experiences.

• Brien Posey: Brien Posey works as a freelance tech writer and has been named a Microsoft MVP 22 times. Throughout his career, Brien has authored and contributed to numerous IT books, created many video training courses, and published thousands of blog posts on various IT and space-related topics. You can find many of his blog posts in his Poseys Tips and Tricks column or his new Posey’s Moonshot column.