Guidelines to New Users
Sigsync Office 365 Email Signature Software is a centrally managed email signature solution used within Microsoft 365 environments to ensure consistent and compliant email signatures across an organization. Once Sigsync is configured and enabled by an administrator, signatures are applied automatically to outgoing emails based on predefined organizational rules.
As a new user, no manual action is required to create, edit, or maintain your email signature. Signature content such as your name, designation, contact details, branding elements, disclaimers, and banners is dynamically generated using information from Microsoft 365 and applied according to company policies. This ensures that all emails sent from your mailbox follow the same standardized format, regardless of the device or email client used.
Sigsync operates in the background and supports multiple deployment modes, allowing signatures to be applied either during email composition or after the message is sent. From an end-user perspective, the experience remains seamless, with signatures consistently added while maintaining normal email functionality.
This guide outlines what new users can expect when using email with Sigsync enabled, how signatures behave across different environments, and the key aspects related to usage, security, and support.
How Sigsync Works
Sigsync applies email signatures based on the deployment mode selected by your organization. These modes determine when and where the signature is added to your email.
Centralized Mode (Combo Mode)
Centralized Mode (Combo Mode) is the preferred deployment method, ensuring email signatures are consistently added to all messages while also displaying them directly in the Outlook compose window.
- Signatures are applied automatically to all emails, even if you are using Outlook Web, mobile devices, or third-party clients.
- Once the Outlook add-in becomes available, signatures appear directly while composing emails, allowing you to see the final layout before sending.
- If the add-in is not yet available, signatures are still applied after sending, ensuring no email goes out without a signature.
This mode ensures consistency across all devices while providing visibility during email composition.
Server Mode
In Server Mode, signatures are added after the email is sent.
- You will not see the signature while composing the email.
- Signatures are applied automatically during mail flow.
- No Outlook add-in is required.
This mode is ideal when organizations want strict centralized control with no user interaction.
Client Mode
Client Mode uses the Outlook add-in to insert signatures directly into the email while composing.
- You can see the signature in real time as you write your email.
- Signatures are inserted automatically or selected manually from the add-in.
- Emails are sent directly through Microsoft 365 without server-side routing.
This mode is best suited for Outlook-based environments where compose-time visibility is important.
What New Users Should Expect
As a new user, you typically do not need to configure or manage anything manually.
- Your name, title, phone number, and other details are automatically pulled from Azure Active Directory.
- Signatures update automatically when your profile information changes.
- The same signature appears consistently across desktop, web, and mobile devices.
- Marketing banners, legal disclaimers, or seasonal messages may appear based on organizational rules.
If your organization allows multiple signatures, you may be able to switch between them using the Outlook add-in.
Security and Data Protection
Sigsync is built with enterprise-grade security and compliance standards to protect user data and email integrity.
- Emails are processed only for signature applications and are not stored.
- No email content, attachments, or user data are retained after processing.
- Signatures are applied without modifying the email subject, recipients, or message content.
- The platform complies with SOC 2 Type 2, ISO security standards, HIPAA, and GDPR requirements.
- Secure TLS connections are used for all server-side processing.
These measures ensure that your emails remain private, secure, and compliant at all times.
Sigsync Support
At Sigsync, we recognize that email signatures play a critical role in representing your organization’s brand, professionalism, and credibility. Consistent and well-designed email signatures help reinforce corporate identity, ensure compliance, and deliver clear communication across every email sent from your organization. To support this, Sigsync provides comprehensive, reliable, and free support services designed to assist users and administrators at every stage of their signature management journey.
Our support services are structured to ensure smooth onboarding, accurate configuration, and uninterrupted operation of email signatures across Microsoft 365 environments.
Free 24/7 Technical Support
Sigsync provides round-the-clock technical support to all customers, including trial users. Assistance is available 24/7 through Live Chat, Email, and Phone, ensuring help is accessible whenever it is needed. Whether the issue is minor or complex, the support team responds promptly to ensure minimal disruption to your email communication.
Assistance with Email Signature Setup and Configuration
Our support team offers complete guidance for setting up and configuring email signatures within Sigsync. This includes initial tenant setup, deployment mode selection, signature rule configuration, Outlook add-in behavior, and advanced settings. From simple signature deployment to complex organizational requirements, our experts ensure configurations are completed accurately and efficiently.
Complimentary Email Signature Design Service
Sigsync offers a free custom email signature design service to help organizations create visually appealing and brand-aligned signatures. By sharing branding guidelines, logos, color schemes, and content preferences, customers can receive professionally designed signatures that align with their corporate identity. This service ensures that signatures are both functional and visually consistent with organizational branding.
Support for All Modes of Signature Deployments
Sigsync supports Centralized, Server and Client (Outlook add-in) Mode signature processing. Our support specialists have extensive experience across all deployment modes. Based on your environment and operational requirements, the team provides guidance on selecting and configuring the most suitable approach to achieve consistent results across all devices and email clients.
Assistance with Smart Host and Third-Party Email Security Services
For organizations using third-party email security or smart host solutions such as Mimecast, Proofpoint, or Barracuda, Sigsync provides dedicated support to ensure seamless integration. The support team assists with connector configuration, routing rules, and signature compatibility to maintain secure and uninterrupted mail flow while applying signatures correctly.
Guidance for Custom Signature Requirements
Organizations with unique or advanced signature requirements can rely on Sigsync support for accurate guidance and solutions. This includes multi-signature scenarios, conditional rules, campaign-based signatures, disclaimers, dynamic banners, and attribute-based personalization. The support team works closely with customers to address specific use cases and ensure correct implementation.
Remote Assistance for Configuration
When required, Sigsync offers remote assistance to help with configuration, verification, and troubleshooting. Support engineers can securely connect and guide administrators through configuration steps, validate settings, and ensure signatures function as expected across all scenarios.
Troubleshooting
Sigsync’s dedicated support team is always available to identify and resolve issues efficiently. For critical or complex issues, additional analysis may be required; however, resolution is handled within agreed timeframes. Remote troubleshooting may be used when necessary to ensure accurate diagnosis and faster resolution, helping restore normal operation with minimal impact.
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