Adding company-wide email signatures in Office 365 can be done manually. Doing so, however, is inefficient and, at times, prone to errors. Even though the steps for creating email signatures manually seem somewhat straightforward, many companies find that it’s better to use an automated Office 365 email signature solution, especially when personalization and dynamic information is required.
The following steps outline the procedure to create email signatures using Office 365 Outlook Mail Flow Rules which require an administrator to create specific rules for how email signatures are created and attached to each users’ email. Unfortunately, this method proves challenging as this option only allows email signatures to be appended using the “Apply Disclaimers” rule. While this may work for some organizations, the end result will be inefficient and unprofessional as each subsequent reply to an email will place the appended email signature at the bottom of the string, essentially creating a “waterfall” of every user’s email signatures. The expected result would be each email signature is at the bottom of each email reply or forward.
Not only does going through these 11 steps every time you need to create or modify an Office 365 email signature take a lot of time, but there are other issues that are common when setting up Office 365 email signatures manually. When signatures are manually created:
365 Monogram is a fully managed service that offers businesses a much simpler and more reliable way of creating Office 365 email signatures. With 365 Monogram, there aren’t 11 steps to go through for each signature. All companies need to do is provide the necessary information for the variables they want in each signature and 365 Monogram takes care of the rest. Every employee’s email signatures are deployed instantly and updated automatically whenever a change is made. Companies can choose to provide a design template they like or let us design an optimized one for you.
Most importantly, our solution uses the built-in functions of Microsoft Office and Outlook to create an elegant solution that works seamlessly and securely, compared to the other companies on the market that pass your email and sensitive information through a third-party server to add your email signature before sending it to the recipient.
If you’re frustrated with the trying to figure out how to create email signatures using Mail Flow Rules, contact us to learn more about 365 Monogram. You’ll not only save time and money by not having to worry about creating the email signature and how to deploy it every time there is a change, but we’ll also save you from ripping out your hair since we take care of everything for you.