Update Signature Configuration

After completing the initial signature setup, you may need to update your signature configuration in specific cases, such as when new groups are created, users are added or reorganized, tenant-level settings are modified, or signatures applied to a test group need to be extended to additional users or groups. Updating the configuration ensures that signatures are applied accurately and consistently to all intended users and groups.

The following cases highlight the situations that require updates to your existing signature configuration.

Common Scenarios That Require Signature Configuration Updates

• Extending Signatures to More Groups

  If you first set up email signatures for a small test group (like a pilot team), you may want to apply the signatures to more groups or to everyone in your organization. This means updating your configuration so that the signatures are applied to additional groups or all users.

  When you’ll need to do this:

  • After testing, if you want the signature applied to more people or across different departments.
  • If you're ready to roll out the signatures organization-wide.
• Applying Signatures to New Office 365 Groups

  Whenever you create a new group in Office 365 (for example, a new team like Sales, HR, or Support), and you want all the members of that group to use the email signature, you’ll need to update signature configuration to include them.

  When you’ll need to do this:

  • If new teams or departments are created in your organization, and you want to make sure everyone in those groups has the correct signature.
  • Whenever new groups are set up in Azure Active Directory (Azure AD) and signatures need to be added to them.
• Adjusting Signature Assignment Scope

  At times, you may need to change how signatures are assigned. For example, if signatures were initially set for only a small group of people, and now you want to apply them to everyone, you’ll need to adjust the scope of the signature settings. Similarly, you may want to narrow it down and apply signatures to fewer groups.

  When you’ll need to do this:

  • If you started by applying signatures to a small team or department, but now you want them for everyone in your organization.
• Changes to Tenant Settings

  Tenant settings refer to the overall settings of your organization’s email system, like how emails are routed or how your email server is configured. If any changes are made to these settings, such as mail flow settings, Exchange Online settings, or smart host configurations, it might affect how signatures are applied across the organization. You may need to update your signature configuration in response to these changes.

  When you’ll need to do this:

  • If changes are made to the overall email system settings that could impact how signatures are applied.
  • Whenever the organization-wide email settings (like mail flow rules or Exchange settings) are modified, you might need to ensure signatures are still applied correctly.

Steps to Update Signature Configuration

• Login to the Sigsync Dashboard
• Navigate to the ‘Manage Tenants’ tab, and on the right-hand side, click ‘Details’ under the configuration column.

  

• Click the ‘Reconfigure’ button

  

• The Signature Configuration window will open. Click the ‘Reconfigure’ button to proceed.

  

• Click ‘Authorize’ to proceed.

  

• Authenticate using your Office 365 Global admin account.

  

• Select the senders for signature configuration
  • All users / groups

    This option lets you apply signatures to every user in your Microsoft 365 tenant.

    

  • Specific groups:

    This option lets you apply only to the members of your Office 365 Azure Active Directory groups (Example: ‘Sales’, ‘HR’, or ‘Support’ etc.)

    • Click ‘Choose Groups’.

    

• Select the required group and click ‘Ok’ to proceed
• The selected AD groups will appear in the list. To remove a group, click the ‘x’ icon next to it, then click ‘Continue’ to proceed.

  

• Click the ‘Configure’ button to proceed with signature configuration.

  

• Connector Configuration takes a couple of minutes to complete.
• Click the ‘Deploy Add-in’ button to update the Sigsync signature Outlook Add-in deployment in the Office 365 Admin Center.

  

• Here, click on Users.

  

• If you initially deployed the add-in to the entire organization, you do not need to update it again.
• To change the senders, select the specific users or groups and click the ‘Update’ button.

  

• Updating the users for the add-in deployment is completed. Click ‘Done’.

  

 Note: Microsoft may take 6 to 72 hours to propagate the Add-in updates to users’ Outlook clients.

Next Step

Create, Edit Signatures

Set Signature Rules