Exclaimer Email Signature Management

Why Centralise Email Signatures?

If you've ever looked at a sample of emails sent from your business, you've probably noticed the problem: every signature is slightly different. Different fonts, different layouts, missing job titles, broken logos, outdated phone numbers, the wrong office address. Some users have no signature at all. Some have a signature copied from their personal Outlook five jobs ago.

Email signatures are one of the most-seen pieces of marketing your business produces, and one of the most badly managed. Exclaimer fixes this in one move: signatures are designed centrally, deployed automatically to every user, and updated instantly when something changes.

For businesses on Microsoft 365, Exclaimer is the gold-standard signature management platform. We deploy and support it for clients across Birmingham and the West Midlands as part of our IT support service.

What Exclaimer Actually Does

Exclaimer Cloud sits between your Microsoft 365 tenant and the outside world. When a user sends an email, Exclaimer intercepts it, attaches the correct signature based on rules you define, and sends it on. The user never has to think about it.

• One signature design, applied everywhere, Outlook desktop, Outlook Web, mobile, Teams email, MFD scan-to-email, all consistent
• User details pulled from Azure AD/Entra ID, Name, job title, phone, department all auto-populated. Update someone's job title once and every email signature updates instantly
• Marketing banners, Add time-limited promotional banners (events, awards, new services) that switch on and off on schedule
• Department-specific signatures, Sales gets one design with promotional content, accounts gets another with payment terms, support gets another with portal links
• Legal disclaimers, Compliance and confidentiality disclaimers added automatically, useful for legal and financial sectors
• Reply and forward handling, Choose whether full signatures, short signatures, or no signatures appear on replies

How We Deploy Exclaimer

Setup is straightforward but needs to be done properly to avoid signature stripping, duplicated signatures, or mail-flow problems:

• Tenant connection, We connect Exclaimer to your Microsoft 365 tenant via secure OAuth, no admin passwords stored
• Mail flow rule, A connector and transport rule routes outbound mail through Exclaimer for signature application
• Azure AD field mapping, We tidy up your user directory so titles, phone numbers and offices are populated correctly. This often catches data quality issues nobody knew existed
• Signature design, We build the signature in line with your brand guidelines, including light/dark mode handling and mobile rendering
• Testing, Every department, every device, every common email client tested before go-live
• Handover, Marketing get access to manage banners themselves; we handle anything more technical

This pairs naturally with cyber security work (signatures are a common impersonation vector, consistent signatures help staff spot fakes) and our wider Microsoft 365 support.