Frequently Asked Questions - Office 365 Email Signatures

Get answers to the most frequently asked questions about Office 365 email signatures

  1. Sigsync Email Signature adds signature to Office 365 emails of all accounts based on just a signature template to dynamically add signature for any user email in Office 365 tenant.

  2. It checks for all the conditions set in the 'Signature Rules' by user, if all the conditions match, then the signature will be appended to email.

  3. Login to your account, then go to 'Tenants' section. Then click 'Manage Tenant' button for the tenant that you wish to set signature. Now, click 'Signature Generator' in left tab and choose a template and make changes as required. Then, you can select a rule to that template you have just made changes. This will enable adding that signature template to emails matching the rules you created.

  4. You can select only external emails being forwarded while creating connectors to avoid adding signature to internal emails or you can change rules in 'Signature Rules' to set signature for only external or internal emails.

  5. You can create two rules in 'Signature Rules'. In Rule 1, select 'Outside the Organization (External) Only' to add signature only for external emails and apply a signature template to this rule. In Rule 2, select 'Within the Organization (Internal) Only' to add signature only for internal emailsand apply a signature template to this rule. Now, send email to internal and external email addresses and you will get Rule 1 signature for external email while internal email will have Rule 2 signature.

  6. Yes, you can create a rule where subject or/and body should have a keyword. When User A sends email using this keyword in subject or/and body as set in the rule, it will apply this rule's signature and you have to create another rule without the keyword of previous rule which applies to all other user's emails with different signature template. This makes it possible to attach signature of first rule to User A while all other users will have signature from second rule.

  7. Currently only one signature will be added for an email, but we are planning to add multiple signature for email based on user requirements.

  8. Yes, Sigsync can replace mobile signature and add user created signature template in Sigsync. You have to add your mobile signature in 'Preferences' tab under each tenant management section. In 'Remove signature added by mobile' section, type the mobile signature and click the 'Add to list' button and click the 'Save Changes' button. Now, your mobile signature will be replaced by Sigsync signature in the email.

  9. Yes, Sigsync can add signature to all emails. You have to set this in 'Preferences' tab of respective tenant. Change all types of email to HTML signature by checking 'Convert all email to html' and follow the steps to add HTML signature to all emails.

  10. Yes, you have to set this in 'Preferences' tab of respective tenant by selecting 'Signature under the latest reply' to attach signature below the latest reply text of an email or by selecting 'Signature at the very bottom' to attach signature at bottom of email in conversation chain email.

  11. Sigsync internally generates HTML / CSS code for your signature. The problem with the round images (border-radius) is that Outlook has its own way of understanding and parsing HTML and CSS code. Whatever the code changes you apply, Outlook will not let you display round images with the border-radius method. The border-radius CSS attribute is completely ignored by Outlook and the image is displayed as original image that you have set. Therefore, you are left with following two ways to manage this.

    You can manage image border radius using below methods:

    1. Create circular images or rounded-corners pictures and update your AD profile images. This will display the same way in every email client, including Outlook. Set transparency to the images edit and to save the file in the .PNG format. Otherwise, your rounded images may not look good in Outlook’s dark mode, or on any other kind of background in your email signatures.

    2. Knowing that Outlook will keep your image rectangular (original image shape) in signature, you can continue using the border-radius method for other email clients where it works without any issues.

  12. Yes, you can add admins to each tenant by setting a member of that tenant as admin in 'Preferences' tab.

  13. Encrypted emails can be sent as it is or Sigsync can add encrypted email as an attachment in new email and add text set by user in 'Handle Encrypted Email' option under 'Preferences' tab for email body along with the signature. This will ensure that the encrypted email is secure and the email has a signature.

  14. You can add signature by clicking 'Manage Tenant' button for the relevant tenant and under Preferences tab, select Handle encrypted email->Send as attachment option. In 'Set Body Text' section add a text message that you wish to show in email along with the signature which will be appended from rules.

  15. The signatures are added to email on the server side. Hence, sent email in sent item folder will not have signature by default. If you wish to view signature in sent email, then you have to enable sent email signature update feature in 'Preferences' tab. Click 'Enable Now' button for 'Enable Email Signature in Sent Items Folder'. This will open new page where you can click the 'Enable signature in sent items' button. Emails sent after enabling this will have signature added in sent emails.

  16. Go to 'Tenants' section. Click 'Manage Tenant' button for the relevant tenant, under 'Preferences' tab, click the 'Enable Now' button for 'Enable Email Signature in Sent Items Folder'. This will open new page where you can click the 'Enable signature in sent items' button. Emails sent after enabling this will have signature added in sent emails.

  17. You can use Sigsync Outlook add-in for Outlook web, Outlook desktop and Outlook for Mac. This add-in lets you view the signature before sending email.

    Note: Signature preview will appear only when composing email matches the rules you have created.

  18. You need to add "" to SPF record in DNS settings for your domain to ensure emails will not be marked as spam or junk mistakenly. Know more

  19. Yes, you can disable the rule in 'Signature Rules' to avoid signature being attached for that rule and re-enable it when you wish to add signature again for that rule.

  20. You have to select that address field in signature template generator and any label or icons related to that address field. Then, set 'Remove Tag' for all the fields selected. This makes it a group of fields that will be removed if there is no address field information for a particular user and enables Sigsync to handle the empty space by removing all the elements that have been set for removal.

  21. You can create a rule in 'Signature Rules' section and assign a signature template to the rule created. This will enable template as company-wide signatures for all users. For more information on how rules works, click here.

  22. Yes, you can use an 'Image' placeholder instead of 'Profile Image' placeholder. Add an image of company logo by uploading image and save the template. Thats it!, You will have company logo for all the users.

  23. Yes, it is possible. If you have any trouble understanding how to add GIF images, please contact Sigsync support for assistance.

  24. Yes, you can make a separate rule to set a signature for themselves. This will make sure they get separate signature. You can also add them as an admin and they can manage their own signature.

  25. You can install Sigsync Signature preview addin to your outlook to view signature that will be attached to your email on server side after mail is sent. Read more here on steps to add Sigsync Signature Preview Addin.

  26. Yes, you can set up various email signatures according to the different departments / sub divisions in their companies. For example, organization with one location in London and another in California can have different Email signature configurations applied automatically.

    These can be based on groups in your Address Book, domain names, or even based on conditional rules.

  27. To turn off Email Signature, disable all the signature rules.

    Step 1: From Sigsync Dashboard, select the 'Signature Rules' tab.

    Step 2: Change the Signature rule status to 'Inactive' and click the 'Save Changes'.

  28. Follow the below steps to disable a rule.

    Step 1: From Sigsync Dashboard, select the 'Signature Rules' tab.

    Step 2: Change the Signature rule status to 'Inactive' and click the 'Save Changes'.

  29. Yes, go to 'Signature Rules' section and select the rule you want to delete and click icon. This will not delete the signature template and it can be assosiated with another rule.

  30. No, there are no limitations regarding which platform you send email from as long as you are able to use office 365 account in that application, it will work with Sigsync email signature service.

  31. The only requirements to use sigsync email signature is to have an Office 365 account and have global administrator access to setup the configuration (one time only).

  32. No, Sigsync works without installing any programs in your local computers.

  33. Currently there are no such information. In future, we may implement it.

  34. Distribution group created recently takes time to propogate by Microsoft. Please wait some time and refresh page to retry.

  35. No, there are no drawbacks from using Sigsync Signature Preview Addin and Sent Email Signature update feature as its not related to any activities of user in real time.

  36. As of now, we do not provide such option to user. If you need to change geo location, please contact Sigsync support and we will assist you with required changes.

  37. Yes, all variants of Office 365 are supported.

  38. We offer a supportive environment for migration. You can reconfigure your email signature to the new environment. For any assistance you can contact us.

  39. You have to reconfigure connectors by clicking 'Manage Tenant' button for the relevant tenant and then click Setup Connectors. Rules once deleted will not be restored. So, you have to create a new rule and set all the changes required. However, if you had deleted your tenant, you can recover all the previous settings it had by just adding the tenant again.

  40. You can remove connectors manually in Office 365 exchange or you can remove it from 'Remove connectors' button in 'Deregister' section.

  41. Yes, Sigsync is platform independent. You can use Sigsync dashboard in all platforms including mobile browsers.

  42. Yes. Sigsync supports different signature for Shared Mailbox. Follow the below instructions.

    For Instance:

    Consider 2 users, User1 and User2 requiring to have different signature using Shared Mailbox.

    To manage this,

    Step 1: Create Signature Rules (Example: 'SigRuleUser1' and 'SigRuleUser2') with keyword in body or subject containing unique word for User1 and User2. More
    Step 2: Create Signature Templates (Example: 'SigTemplateUser1' and 'SigTemplateUser2', but don’t use AD placeholders. That is, type all the details such as Name, Company Name, Address etc., directly in signature template for User1 and User2. More
    Step 3: Assign the Signature Template 'SigTemplateUser1' to the Signature Rule 'SigRuleUser1' and 'SigTemplateUser2' to 'SigRuleUser2'. More

    Ensure that User1 and User2 will place the respective keyword in the message body or subject (as set in Signature Rule) every time while sending an email from the Shared Mailbox. If keyword is matched then the respective Signature will be attached along with the email.

    Repeat the above steps for every user who needs different signature when sent from Shared Mailbox.

    • Click on any field for which you wish to set remove tag.
    • Choose Remove Tag tab and then select the AD attribute for which you wish to set / unset Remove tag. Then, click the 'Unset Remove Tag / Set Remove Tag' button.


  43. In order to create the copy of the Signature templates, please follow the below steps:

    1. Login to Sigsync Dashboard

    2. From the Dashboard -> click the 'Manage Tenants and Signatures'

    3. Under Tenants, click the 'Create, Edit, Manage Signatures' and click the 'Signature Generator' tab.

    4. Select the Signature Template that you want to create a copy.

    Example: If you want to create a copy of template22, then select the same as shown below.


    5. Click the 'Save' button as shown below


    6. Upon clicking the save button a popup screen will appear. Please enter the required name to create a copy of the selected template.

    Example: If you want to create copy of template22 as template22_Copy1 then enter / edit the name accordingly as shown below


    7. Select the option "Do not assign this signature to any rule" and click the 'Save' button.

    That's it. You have now created a copy of template22. You can repeat this procedure on any number of times to create a copy of the required template.

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