Server Mode Signatures
Sigsync Server Mode applies professional email signatures and disclaimers at the server level by securely routing mail through Sigsync Azure Server. Because signatures are added after the message is sent, they appear uniformly across all devices and email clients including Outlook, Mac, mobile devices, tablets, and third-party email apps.
This ensures brand consistency, compliance, and zero user involvement, making Server Mode the ideal solution for organizations that want reliable, centrally managed signatures without installing add-ins.
Steps to Configure Server Mode Signature
- From the Sigsync dashboard, go to ‘Manage Signatures’ > ‘Manage Tenants’ tabs.
- On the right-hand side, click ‘Details’ in the ‘Configuration’ column.
- Select ‘Server Mode’.
- Authenticate using an Office 365 Global Admin account on the Microsoft sign-in page.
- Select the senders to configure the Exchange online connectors.
How Sigsync Server Mode Works
Sigsync Server Mode uses a secure TLS-encrypted connection between Microsoft 365 and the Sigsync processing service. During setup, Sigsync automatically creates the necessary Exchange Online connectors and transport rules for seamless mail routing.
Here’s how the process works:
1. The user sends an email
The user sends an email from Outlook, a mobile app, Mac Mail, or any other email client — no add-ins required.
2. Microsoft 365 applies Sigsync routing rules
If the message matches the rule conditions, Microsoft 365 forwards the email securely to Sigsync via the Outbound Connector (TLS).
3. Sigsync processes and applies the signature
Sigsync checks the message against your configured Signature Rules and adds:`
- The correct signature
- Disclaimers
- Promotional banners
- Azure AD user details
4. Email is routed back to Microsoft 365 via TLS
Sigsync returns the processed email through the Inbound Connector.
5. Microsoft 365 delivers the signed message
The email reaches the recipient with the applied signature.
Why Server Mode?
Server Mode provides a controlled and reliable way to apply email signatures across your organization. By processing signatures during mail flow, it ensures consistency and removes the need for local configuration or user involvement.
Here are the key advantages:
- Centralized Control Over Signature Management
All signature templates, rules, and updates are managed from a single dashboard.
Administrators can modify branding, contact details, and disclaimers in one place, ensuring that all outgoing emails follow the same standards without requiring changes on user devices.
- Consistent Branding Across All Devices
Since signatures are added after an email is sent, the final result remains consistent regardless of where it originated — Outlook, mobile devices, web clients, Macs, tablets, or third-party apps.
This eliminates formatting issues or missing elements that often occur with client-side signatures.
- No Add-ins or Client-Side Configuration Needed
Server Mode works independently of Outlook add-ins or user settings.
This is especially useful in environments with mixed devices, unmanaged personal devices, or users who frequently switch between clients.
- Enforced Compliance and Legal Disclaimers
Organizations can ensure that specific content — such as legal disclaimers, confidentiality notices, or compliance statements — is appended to every message.
Because this happens at the server level, users cannot remove or alter required information.
- Zero End-User Involvement
Users do not need to select templates, maintain signatures, or update their personal details.
Signatures are applied automatically, reducing user errors and ensuring messages always meet branding requirements.
- Complete Control Over Routing and Sender Scope
Admins can define exactly which messages should be processed through Sigsync:
- Specific users or departments
- External or internal messages
- Domain-based routing
- Keyword or rule-based conditions
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