Frequently Asked Questions

Experience the simplicity and convenience of starting a free trial account with Sigsync. By logging into the intuitive Sigsync dashboard, you'll automatically activate a 14-days free trial with a license for up to 1000 users.

Need more time to evaluate our solution? No problem! Simply reach out to our dedicated 24/7 Support, and we'll gladly extend your trial period.

As part of our commitment to providing excellent service, we offer a comprehensive support Service Level Agreement (SLA) to ensure your satisfaction. Our SLA includes prompt response times and resolutions for any issues or inquiries you may have.

In addition to our reliable support, we provide a range of free services to enhance your experience. Take advantage of our free signature template and designing service, allowing you to effortlessly create beautiful and professional templates at no cost. Our team is dedicated to helping you make a lasting impression with your email signatures.

Looking for a personalized pricing plan that fits your needs? We've got you covered. Request a quotation from us, and our team will provide you with competitive pricing options, along with additional discounts. We believe in offering flexible and tailored solutions to meet your requirements.

Curious to see Sigsync in action? Request a free product demo, and our experts will guide you through the features and functionalities that make Sigsync a top choice for email signature management. Get a firsthand look at how our solution enhances email communication and streamlines your branding efforts.

Sigsync proudly offers a remarkable 75% discount when compared to other competitors' services. We believe in providing exceptional value to our customers, ensuring that you receive top-notch email signature management at a highly competitive price point. With Sigsync, you can enjoy significant cost savings without compromising on quality or features. Choose Sigsync today and experience the benefits of our cost-effective solution for professional email signatures.

Click here to know the steps to set-up an email signature using Sigsync

Click here to know the steps to design the signature template in Sigsync.

Office 365 (Microsoft 365) native solution offers limited options for modern email signatures wherein it is not handy to create dynamic signatures that can automatically pull the Active Directory details. Also, it is not a viable option for managing Email Signatures for your entire team and organization centrally.

Limitations of Office 365 native email signature solution:

• Adds signature only at the end of the email, resulting in signatures piling up one after the other at the end of an email in the case of forward/reply messages.
• Requires knowledge on HTML code to create an email signature.
• Can’t edit the signatures – Sometimes you can’t edit the signatures as Outlook Web Access (OWA) may block editing of signatures.
• You can’t send emails with signatures from mobile, tab, or Macs etc.
• If the signature contains Active Directory (AD) fields and the AD field is missing or empty for a particular user, then these entries / fields will remain ‘blank’ in your email signature.
• Images that are embedded will be displayed as attachments.
• There is no option to set multiple signatures for a particular member / user.
• No option to schedule the signatures for automatic email marketing campaigns.
• No provision to add Social media icons, OneClick surveys, Analytics, QR codes in email signature.

Advantages of Sigsync Office 365 email signatures:

• Centralized, secure Office 365 email signature management for your entire company.
• Compatible with all devices and email clients (Windows, Mac, Linux, Mobile, and so on).
• Attaches email signatures under the latest email replies and forwards.
• Provides various predesigned signature templates to suit your business.
• Automatically retrieves AD fields and displays them in the signature.
• Missing or blank AD fields from the signatures are automatically removed.
• Preview your signature while composing an email with the help of Sigsync Signature Outlook Add-in.
• Enable signatures for the emails in your ‘Sent Item’ folder.
• You can automate your marketing campaign using scheduling facilities.
• Options to include Social media links, Website links, QR codes, Analytics, and OneClick surveys in your email signatures.

Click here for the video tutorials to create email signature templates

Yes. Sigsync offers a centralized email signature management solution that allows organizations to create and apply uniform email signatures for all employees across the company. It ensures brand consistency, compliance, and professional communication in every email.

Click here to learn how to set up company-wide email signatures in Sigsync.

Yes. With Sigsync, you can create and assign different email signatures for internal and external recipients. This feature helps you maintain a professional look for external communication while keeping internal emails concise or personalized. For example, you can include marketing banners and disclaimers in external emails, and keep only essential contact details for internal ones.

Click here to learn how to set up different signatures for internal and external emails in Sigsync.

No. Sigsync is a fully web-based, centralized email signature management service that does not require any installation on desktops, mobiles, or other devices. You can configure and manage all your organization’s signatures directly through the Sigsync dashboard, making it accessible from any browser.

Click here to learn how to set up your email signature in Sigsync

Yes. Sigsync allows you to create and manage unique email signatures for different departments, branches, teams, or office locations within your organization. For example, if your company has one office in London and another in California, each can have its own customized signature layout, logo, or contact details applied automatically.

You can configure these variations based on:

• Department or team groups in your Active Directory
• Domain names or organizational units (OUs)
• Custom conditions or signature rules (e.g., location, role, or project)

This flexibility ensures consistent branding while allowing for localized customization across the organization.

Click here to learn how to set up department-wise or location-based signatures in Sigsync.

Yes. By default, the Sigsync signature is automatically added to the email body while composing your message in Outlook (desktop or web). You can also click the Sigsync Signatures Outlook Add-in pane to preview your signature and verify how it appears before sending the email.

Sigsync automatically syncs Active Directory (AD) data every hour. Therefore, any recent updates made to user details—such as name, title, phone number, or profile photo—may not appear in your email signature immediately.

If you want the latest changes to reflect right away, manually initiate AD sync from the Sigsync dashboard by navigating to ‘Settings’ → ‘Sync AD Changes’. This updates your signatures with the most recent Active Directory information instantly.

Sigsync is a centralized, web-based email signature management solution for Microsoft 365. After you configure your signature and define the required rules, Sigsync automatically appends the correct signature to every email — whether sent from Outlook, Outlook on the Web (OWA), Windows, Mac, or mobile devices.

It dynamically pulls user details such as name, job title, phone number, and company logo from your Microsoft 365 Azure Active Directory, ensuring personalized, branded, and consistent email signatures across your entire organization.

The best way to test Sigsync is by using the free 14-day trial, which includes 1,000 mailbox licenses at no cost. During the trial, you can explore all features, design and customize signatures, and review how they appear across different users and devices. This allows you to ensure your email signatures are consistent, professional, and fully functional before deploying them company-wide.

Click here to learn how to set up your Office 365 email signature in Sigsync

Click here to learn how to set up signatures for a single user or a group of users.

With Sigsync, you can easily create and manage company-wide global email signature templates for all employees from a centralized, web-based dashboard. This ensures a consistent brand identity, professional communication, and compliance across every email sent from your organization. You can include elements like your company logo, social media links, promotional banners, and Active Directory user details automatically in each signature.

Click here to learn how to set up company-wide global signature templates in Sigsync.

Yes. Sigsync provides free assistance for designing professional email signature templates that align with your company’s branding and requirements. You can reach out to the Sigsync Live Chat Support anytime or submit your request through the Sigsync Support page for personalized help.

Additionally, you can request a Free Email Signature Design by providing your company details and branding preferences.

Click here to request a Free Email Signature Design.

Click here to schedule a personalized demo with the Sigsync team.

Yes. Sigsync allows you to automatically replace default mobile signatures such as:

• Sent from my iPhone
• Sent from my Android
• Sent from my Samsung Mobile
• Get Outlook for iOS
• Get Outlook for Android etc.

This ensures that all emails sent from mobile devices use your company’s professional, branded signature, maintaining consistency across desktop and mobile platforms.

1. Sign in to the Sigsync Dashboard.
2. Select 'Settings & Others' > 'Settings' tab from the dashboard.

   

3. Choose the ‘Mobile Signatures’ tab.

   

4. Enter your signature phrase and click the ‘Add to list’ button to add it to the list of phrases to be removed.

   

5. You can also remove phrases from the added list by clicking the ‘x’ button.
6. Save the changes.

Yes. By default, Sigsync places the email signature under the latest reply or forward emails, ensuring your signature appears at the end of the conversation thread. If needed, you can change the signature position by navigating to ‘Settings’ > ‘Signature Position’ as shown in the below screenshot, giving you flexibility in how signatures are displayed.

No. Sigsync works seamlessly across all devices and email clients. As long as the email is sent from Outlook or Outlook on the Web (OWA), your signature is automatically applied, whether you are using desktop, mobile, webmail, or any other compatible email client. This ensures consistent branding and professional communication across your organization, regardless of the platform used.

Yes. Sigsync allows you to allocate signature management tasks to IT administrators or designated team members. You can assign admin roles with specific access levels to manage, edit, or configure signatures on behalf of your organization.

Sigsync provides two types of admin roles:

Option 1 : Global Admin

A Global Admin can access the Sigsync dashboard and manage signatures for all tenants under your account.

Click here to learn how to create a Global Admin user

Option 2 : Tenant-Specific Admin

A Tenant-Specific Admin has access only to the assigned tenant and can manage all signature-related operations within that tenant.

Click here to learn how to create a Tenant-Specific Admin user.

Yes. Sigsync offers a rich collection of modern, professionally designed email signature templates in its built-in Template Gallery. These templates are regularly updated to reflect the latest design trends and can be customized to match your company’s branding, color scheme, and business needs.

Whether you need a minimal corporate layout, a marketing-focused banner design, or a social media–integrated signature, Sigsync has templates suited for every purpose.

Yes. Sigsync is a fully platform-independent Office 365 email signature solution. It automatically adds centrally managed, consistent signatures to all emails, whether sent from Windows, macOS, or mobile devices. Sigsync works seamlessly across all email clients, including Outlook, Outlook on the Web (OWA), and mobile apps, ensuring uniform branding across your organization.

Yes. Any individual user can have different signatures by setting rules to include keywords in the email subject or body.

Click here to set the different signatures to an individual user based on keywords in his email.

Sigsync offers a 14-day free trial with full access to all features and no limitations. Once the trial expires, email signatures will no longer be applied automatically. To continue using Sigsync without interruptions, you can purchase a subscription.

If you need more time to evaluate Sigsync, you can also contact Sigsync Support to request a trial extension.

Click here to purchase the Sigsync subscription

When using Sigsync in conjunction with third-party smart host services such as Proofpoint, Barracuda, Mimecast, Reflexion, or other similar solutions, emails might occasionally be sent without the signature being applied. This typically happens due to the way these smart host services process and relay emails.

To ensure Sigsync signatures are applied correctly:

1. Configure Office 365 to route emails through Sigsync before passing them to the smart host service.
2. Follow the recommended settings for your specific smart host provider to allow Sigsync to append signatures without interference.
3. Verify that all connector and relay rules in Office 365 are correctly set up to maintain signature applications.

This setup ensures that your email signatures are consistently applied while maintaining your organization’s email security and compliance policies.

Click here for detailed steps to configure smart host services with Sigsync

Click here to know how to configure Office 365 to work with Sigsync and Proofpoint email security services.

Yes. Sigsync allows you to create admin users who can manage email signatures on behalf of others. This ensures that IT administrators or designated personnel can create, edit, and maintain signatures for all users in your organization without requiring access to individual accounts.

Click here to learn how to create an admin user in Sigsync.

If your email signatures are missing in the Sent Items folder, it could be because the option to include signatures in sent emails is not enabled in Sigsync. By default, signatures are added automatically, but to ensure they also appear in Sent Items, the Sigsync admin must enable the ‘Sent Item Signature’ option in the Sigsync Settings.

Click here for the steps to enable Sent Item signatures in Sigsync.

Click here for the steps to enable the signatures for emails in the 'Sent Items' folder.

Yes. Sigsync includes an intuitive drag-and-drop WYSIWYG signature editor that helps you design customized, professional email signatures in minutes. You can easily add logos, banners, social media icons, contact details, and user information pulled from Microsoft 365, ensuring every signature is consistent and on-brand across your organization.

Click here to learn more about using the Sigsync Signature Editor.

Click here for step-by-step instructions to create signature templates in Sigsync.

Yes. Sigsync is a platform-independent email signature service for Microsoft 365. It works seamlessly across Windows, Mac, Linux, and mobile devices and is compatible with all major email clients, including Outlook, Outlook on the Web (OWA), and mobile apps. This ensures consistent, professional email signatures across all platforms and devices.

Follow the below steps to create an account in Sigsync Email signature service.

1. Click the ‘New user? Start here’ link as highlighted in the below screenshot.

   

2. Enter all the details in the Sign Up form and click the ‘Sign Up’ button.

   

3. Now you are directed to the Sigsync Dashboard where you can add an admin, manage users, add customers, signatures, subscriptions and many more.

   

Yes. To include additional groups, start Signature Re-configuration.

To do this:

1. Go to the ‘Set Senders’ step in the Signature Configuration wizard.
2. Select all the Active Directory groups you want to apply the signature to.

   

First, sync the new Active Directory groups with Sigsync. After syncing, open the Sigsync Configuration Wizard and in the ‘Set Sender’ step, remove the existing groups and add the new groups to the list.

Click here for step-by-step instructions to remove existing groups and add new groups in Sigsync

Yes, Sigsync offers a Free Signature Design service. Enter your details in the request form, and our design experts will create a professional email signature as per your requirements.

Click here to request Free Email Signature Design

This issue can occur due to the following scenarios:

Case 1: Signatures are enabled only for specific Active Directory group(s)

If Sigsync signatures are configured only for specific Office 365 Active Directory (AD) groups, new users who are not part of those groups will not receive signatures. To resolve this:

1. Sync the new users with Sigsync by selecting Sync AD Changes under Sigsync Settings, or
2. Create a new AD group, add the new users as members, and sync that group with Sigsync under Sigsync Settings.

After syncing, reconfigure the signature and select the updated or new group in the ‘Set Sender’ step.

Case 2: Signature rule is restricted to a specific user or group of users.

If the newly added users are not part of your restricted senders list in Sigsync Signature rule then add these users to the list to enable signatures.

Click here to know more about adding signatures to specific active directory groups.

Following are the advantages of using Sigsync email signatures for Office 365 over the standard client email signature.

• A Microsoft approved, centralized, email signature service that can automatically set up a company wide Office 365 email signature within a few clicks.
• Highly secure email signature service with all the security compliances in place. Also, it handles message processing on the fly to ensure highest security.
• Save time, money and effort in setting and maintaining email signatures for each member of your Company and the Team.
• Professional, consistent, tamper proof, branding, disclaimer, adverts, legal and governance, compliance everything in one dashboard for all employees.
• Configure your email signature and disclaimers quickly and easily.
• Stamp Email signature to your emails, no matter which device you are using to send emails including desktop, MAC, laptop, mobile and many more.
• Flexibility to create and apply multiple email signatures for different senders / recipients / dates / Subject / body Message for promotional campaigns.
• Your email signature is always HTML.
• Customize and set well formatted HTML signatures unlike standard email clients like Outlook, Gmail etc., wherein you have a very limited option to set HTML signatures.
• There is no need to click a link and view attachments, your signature will directly appear as embedded images.
• Directly add signatures under each reply / forwarded emails.
• Your signature contact list and its content will be intact as it is directly fetched from your Active Directory.
• Apply different signatures based on the conditions and exceptions.
• Scheduling feature allows you to add time-based banners and email signatures and helps you in setting your marketing campaigns.

In Sigsync, Exchange Online connectors and rules can be configured multiple times. If you have removed or accidentally deleted a connector or rule, you can easily set it up again using the Sigsync Signature Configuration Wizard.

Click here to configure / reconfigure the signatures in Sigsync

Yes, to use Sigsync email signatures, your Microsoft 365 tenant must have Exchange Online and global admin rights to register and configure signatures.

Click here to view the detailed system requirements for setting up Sigsync email signatures

Follow the below steps to directly login to the Sigsync using your Office 365 account.

1. Click the ‘Login / Sign Up with Office 365’ button.

   

2. Enter the email address and click the ‘Next’ button.

   

3. Enter the password and click the ‘Sign in’ button.

   

4. Now you are directed to the Sigsync Dashboard where you can register tenants, add an admin, manage users, add customers, signatures, subscriptions and many more.

   

Below are the possibilities, even though you have created your signature template, configured signatures, signature is not added to your email:

1. The signature rule conditions that you have created don't match the requirement to add signatures. Verify the signature rule conditions that you have set. You can verify signature and rules details using ‘Test Signature’ feature.

   Click here to know the steps to verify the signature and rules details using Test Signature feature

2. You may have selected the AD group in the signature configuration wizard where you are not a member of it. Check the members of the AD group.
3. You have done the latest AD updates but it is not synced. In such a case, perform Sync AD changes in the Sigsync ‘Settings’.
4. You have used third-party smart host services. So, make sure that emails are routed to Sigsync servers by giving the priority to Sigsync rules.

Click here to setup smart host (mail relay) services to work with Sigsync service.

Below are the chances and solution when a couple of email addresses are not getting the email signatures.

1. No signature rule conditions match the requirement. So verify the signature rule conditions once that you have set. Verify the signature rule conditions that you have set. You can verify signature and rules details using ‘Test Signature’ feature

   Click here to know the steps to verify the signature and rules details using Test Signature feature

2. Your email address may be skipped in the AD group that you have selected in the signature configuration wizard.So verify the members of the AD group.

   Click here to add the member to the Office 365 group.

3. You have modified the AD fields but it is not synced. You need to Sync AD changes in the Sigsync 'Settings' in such a case.
4. You have used third-party smart host services. So, make sure that emails are first routed to Sigsync servers by giving highest priority to Sigsync rules.

Click here to set up smart host (mail relay) services to work with Sigsync service.

Yes, Sigsync allows you to apply email signatures only to specific Active Directory groups. You can create a dedicated group in Office 365, add selected users as members, sync the group with Sigsync, and then configure the signature to apply exclusively to that group.

Click here for the steps to add signatures only to the specific Active Directory groups

Click here to know the steps to re-configure the signatures.

Click here for the steps to enable signatures only to specific Active Directory Group(s)

Sigsync provides comprehensive support options to help you set up and manage your Office 365 email signatures with ease. Whether you need technical guidance or design assistance, our team is available to assist you every step of the way.

Here’s what we offer:

Free On-demand Product Demo : Get a personalized walkthrough of how to set up and manage your email signatures

Click here to get the free live demo.

14-day Free Trial :Explore all features of Sigsync without any limitations before purchasing.

Click here to Start your free trial

Free Email Signature Design Service : Our design experts will create and format your professional signature template at no cost.

Click here to get your free email signature design.

Free 24/7 Technical Support: Need help setting up your signature? Reach out through our live chat or email us for quick assistance

Click here to Contact Sigsync Support

Click here for the steps to add signatures to only external or internal emails

To limit license usage, create a mail-enabled Active Directory group in Office 365 and add only the users who require signatures. Next, sync this group with Sigsync and configure the signature by selecting the group in the Set Sender Wizard step. This ensures that only the specified members receive email signatures.

Click here for the guide to set up signature for specific group(s)

Yes. You can set up signatures for multiple groups using one of the below methods

Method 1 : Enable Email Signature to Active Directory groups while configuring signatures

Click here to enable email signature only to specific Active Directory groups while configuring signatures.

Method 2: Set Signature rules to Multiple Active Directory groups

Click here to enable email signature only to specific Active Directory groups

Yes. With Sigsync, you can configure multiple email signatures for the same user or department based on different conditions such as keywords, recipients, or message types (new emails, replies, or forwards). This allows you to use the right signature for the right context automatically.

Click here to learn how to set up multiple signatures in Sigsync

Yes. In Sigsync, you can easily replace the Active Directory profile photo used in email signatures with a static company logo for all employees.

Click here to learn how to replace the Active Directory profile photo with a company logo.

Yes. Sigsync supports adding animated GIFs to your email signatures, allowing you to make them more engaging and visually appealing. You can insert an animated image in the same way as any other image using the Sigsync signature editor.

When uploading your image, make sure that:

• The file format is .GIF to preserve animation.
• The image size is optimized (Max. 150 KB) for email use to ensure fast loading and proper display across all devices and email clients.

Click here to learn how to add images to your email signature in Sigsync

Yes, Sigsync provides a step-by-step guide to help you set up your email signatures easily.

Click here to know the steps to set up email signatures in Sigsync

Even after following the recommended Sigsync setup steps, your email signature might not appear due to one of the following possible reasons.

1. No signature rule conditions match the requirement. So verify the signature rule conditions once that you have set. You can verify signature and rules details using the ‘Test Signature’ feature.

   Click here to know the steps to verify the signature and rules details using Test Signature feature

2. Your email address may be skipped in the AD group that you have selected in the signature configuration wizard.So verify the members of the AD group.

   Click here to add the member to the Office 365 group

3. You have modified the AD fields but it is not synced. You need to Sync AD changes in the Sigsync 'Settings' in such a case.
4. You have used third-party smart host services. So, make sure that emails are first routed to Sigsync servers by giving highest priority to Sigsync rules

Click here to set up smart host (mail relay) services to work with Sigsync service.

Yes. With Sigsync, you can configure distinct signatures for a Shared Mailbox depending on the sender.

However, to achieve this, follow these steps:

Step 1: Enable Shared Mailbox for signature management

Shared Mailboxes do not have Active Directory (AD) profiles by default. To manage signatures like a regular user mailbox, you need to:

• Enable AD properties for the Shared Mailbox
• Set delegate permissions (e.g., ‘Send as’ or ‘Send on Behalf’)

Click here for detailed instructions to set up Shared Mailboxes for signature management.

Step 2: Configure different signatures for specific criteria

Once the Shared Mailbox is properly set up, you can assign different signatures based on criteria such as Department, Job Title, or other conditions.

Click here to learn how to set up different signatures for Shared Mailboxes based on sender or criteria

Yes. Sigsync allows you to apply email signatures to alias email addresses.

Click here to learn how to set up signatures for alias email addresses in Sigsync.

An MX (Mail Exchange) record is a DNS entry that specifies the mail server responsible for handling emails for a domain. If an MX record is missing or incorrect, emails may not be delivered to that domain. Updating the MX record ensures that emails are routed correctly to your mail server.

Click here for step-by-step instructions to update or add an MX Record

Automatic reply emails are treated as insecure because they do not include the sender's address. Due to this significant security concern, Sigsync Email Signature Servers do not process automatic replies to attach signatures.

We recommend configuring an email signature directly within Outlook or Microsoft 365 for automatic replies.

However, you can modify the mail flow rule in Exchange to include signatures for these replies.

Follow the steps below to enable signatures for ‘Out of Office’ messages:

1. Sign in to the Exchange admin center in Office 365.
2. Navigate to the 'Mail Flow' tab in the left side panel and click the 'Rules' tab.
3. Double click the 'Sigsync Routing Rules*****'entry.
4. Under ‘Except if’, remove ('X') the exception ‘The Subject matches…’ ‘Automatic reply’.
5. Click ‘Save’ to apply the changes.

Once this change is made, Sigsync will add the configured signature even to automatic ‘Out of Office’ replies.

An SPF (Sender Policy Framework) record is a DNS entry that helps prevent your emails from being marked as spam, junk, or flagged for spoofing and phishing by the receiving servers.

Click here for step-by-step instructions to add Sigsync to your SPF record.

Click here for the steps to refresh / reload Sigsync Signatures Outlook Add-in.

Yes. Sigsync supports adding signatures to emails in plain text, RTF, and HTML formats. For scenarios where you want to ensure consistent branding, you can also force emails to convert to HTML so that signatures are applied uniformly across all messages.

Click here to learn how to forcefully convert email formats to HTML and add signatures.

To avoid your emails being flagged as spam or junk, add Sigsync to your SPF (Sender Policy Framework) record in your DNS settings. This helps receiving servers verify that emails sent through Sigsync are verified and improves email deliverability.

Click here to learn how to update your SPF record

If you’ve recently created a distribution group, it may take some time for Microsoft to propagate the changes across your tenant. To ensure it appears in Sigsync, make sure the group changes are synced with Sigsync. Once synced, refresh the page — the distribution group should then appear in the senders list during signature configuration.

Sigsync syncs changes from Active Directory (AD) once every hour, so profile images may not appear immediately. To update the signatures with the latest profile images, you can manually sync AD changes from the Sigsync ‘Settings’ page.

Click here for step-by-step instructions to sync Active Directory Profile Photo changes with Sigsync

Click here to create, edit signature templates

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 rounded images with the border-radius method. The border-radius CSS attribute is completely ignored by Outlook and the image is displayed as the original image that you have set. Therefore, you are left with the 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.

Click here for the steps to set up signature for a single user or a group of users

To turn off signatures to your emails, just disable the signature rules

Step 1: Loginto the Sigsync Dashboard.

Select 'Manage Signatures' > 'Signature Rules' tabs from the dashboard.

Step 2:Change the Signature rule status to 'Off' and click the 'Save' button.

No, there are no drawbacks from using the above mentioned feature. These features operate independently and do not interfere with any of the user’s real-time email activities.

• The Add-in allows users to preview their signatures while composing emails
• Sent Items Signature Update feature ensures that the correct signature appears in the sent folder for reference and consistency.

Yes, you can assign two different signatures to the same sender by creating two separate rules using the Keywords condition. Assign a different signature to each rule based on the keyword. While composing the email, make sure to include the corresponding keyword so that Sigsync applies the matching signature rule.

Click here for the steps to set up two signatures for individual sender

Yes, you can avoid adding signatures to a specific receiver using Sigsync.

Follow the below steps to restrict the email signature to a specific receiver:

1. Select ‘Signature Rules’ > ‘Recipients’ tab from dashboard and then click the Edit button in the 'Email addresses or Domain' check box under 'Do not add signature - based on Recipients'.

   

2. Enter the recipient's email address, click ‘Add to List’ , then ‘Save’ the changes and save the rule.

   

Yes. Sigsync allows you to assign different banners for individual email addresses. You can achieve this by creating separate signature rules and assigning a unique banner to each sender or group. This is especially useful for running targeted campaigns or displaying department-specific visuals.

Click here for the steps to set different banners for different senders in Sigsync.

Yes. Sigsync makes it easy to include user photos in email signatures for a more personalized and professional look.

You can add photos in two ways:

1. Using Active Directory Profile Photos

The ‘ProfilePhoto’ component in the Sigsync editor automatically retrieves and updates user photos from your Office 365 Azure Active Directory.

Click here to learn how to insert Active Directory profile photos in email signatures using the Sigsync editor.

2. Using Static Images

You can also manually upload a photo using the ‘Image’ component if you prefer to use a static image instead of syncing from Azure AD.

Click here to learn how to insert a static photo in an email signature using the Sigsync editor.

If your email signature isn’t visible in the Sent Items folder, it may be due to how your email client synchronizes sent messages rather than an issue with Sigsync itself.

First, log in to Outlook on the Web (OWA) and check the Sent Items folder directly on the server.

• If the signature appears in OWA, it means the Sigsync service is functioning correctly, and the issue lies with your local email client.
• If you’re using Microsoft Outlook, note that emails in the Sent Items folder may not refresh or display updated content correctly because of Outlook’s Cached Exchange Mode.

Click here to view the possible resolutions for this issue.

The license usage count display will appear only when you send email to your recipients.

For instance: You have purchased 100 user licenses and started sending emails from 10 users. Now if you check the license usage, it will display count as 10.

The license usage count is calculated on a monthly basis according to your license activation date. At the end of every billing cycle, this count will become zero.

Click here to pause and resume the Sigsync Signature service temporarily.

Select the senders under the ‘Do not add signature – based on Senders’ section in ‘Signature Rules’ to exclude signatures for specific users.

Follow the steps below to exclude specific users from adding signatures.

1. Click the ‘Senders’ tab under the ‘Signature Rules’ tab.

   

2. Click the ‘Edit’ button next to ‘Selected Senders’ under the ‘Do not add signature - based on Senders’ section.

   

3. Select the required senders to whom you want to exclude the signatures and click the ‘Save’ button to save the changes.

   

By default, Sigsync does not process secure emails, so signatures are not added. However, you can attach the secure message to a new email, where a signature can be applied.

Click here to know the steps to set a secure message as an attachment and enable signature.

Yes. If you want to temporarily stop signatures from being applied to outgoing emails, you can disable a specific rule under the ‘Signature Rules’ section in Sigsync. You can re-enable the rule at any time to resume automatic signature addition.

Sigsync allows you to insert individual Active Directory fields or groups of fields into your signature.

Follow the steps below to add an Active Directory field to your signature template:

1. Select the table cell and choose ‘Insert AD Fields’

   

2. Select the desired Active Directory field from the dropdown list and click the ‘Apply’ button

   

Use Address AD Fields, Contact AD Fields and Personal AD Fields fields to add multiple Active Directory fields at a time, either in a single row or across multiple rows.

Yes, you can disable a rule without deleting it. Follow the steps below to temporarily turn off a rule.

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

Step 2: Change the Signature rule status to 'OFF' and click the 'Save' button.

Yes, If you delete a signature rule, it will not delete the signature template. You can assign the same template to another rule. Please refer to the screenshot below to delete a rule.

Click here to how to change the font name, size, color of a signature field

By default, Sigsync does not process encrypted or secure emails, as their content cannot be accessed for security and privacy reasons. Therefore, signatures are not automatically added to such messages.

However, if you need to include a signature, you can attach the encrypted message to a new email. Sigsync will then process the new email and apply the configured signature before sending.

Click here to learn how to send a secure message as an attachment and add a signature in Sigsync.

Sigsync provides a ‘Visibility’ property that allows you to hide the selected label, phrase, or node—along with the entire row—from the email signature when the corresponding Active Directory (AD) field is empty or not set.

Click here for the steps to set the 'Visibility' property for a field.

Yes, you can change the account owner by sending an email request to Sigsync support, mentioning both the current and the new email addresses.

Click here to know how to exclude email signatures in Microsoft Planner comments.

Click here to know the steps to copy the Signature template.

Sigsync service is a highly competitive, enterprise-grade, reliable, and cost-effective solution for email signatures. Upon canceling the subscription, your emails and your team will no longer have the beautiful signature that you have configured using Sigsync. If you have any queries regarding the  email signature service, you can contact Sigsync support, and the issue will be addressed promptly. If you still wish to cancel the service, click here for the steps to cancel the subscription.

If you still wish to proceed with the cancellation,

Click here for the steps to cancel your Sigsync subscription.

Click here to know the steps to remove Exchange Online Signatures and Rules configuration.

Yes, as client side mode (Deploying Sigsync Outlook Add-in) directly adds signature to the email body while composing an email in Outlook, an individual user can change his signature in the composing window itself.

In the case of server side mode signatures, an admin can create and assign full access admin roles to an individual user to give access to the dashboard and modify the signature template. Before modifying make sure to create a separate rule for an individual user and assign the separate template to that rule.

Click here to know how to set custom attributes in Office 365 and use it in Sigsync

Click here to know how to view a message header in Outlook web.

You can install Sigsync Signatures add-in in your Outlook account and preview the signature that will be attached to your email after the mail is sent.

Click here to know the steps to deploy Sigsync Signatures Add-in for Outlook.

Yes, you can set different signatures for the different teams, departments etc. in your organization.

Click here to know the steps to set up email signatures for different teams /departments/job titles

Yes, Click here to know the steps to add signatures to a Calendar invite.

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

As of now, this option is not available to users. If you need to change the geo-location, please contact Sigsync support, and we’ll assist you with the necessary changes.

Automatic replies are not treated as regular emails, as a result Sigsync does not apply email signatures by default to these automated responses.

Follow the steps below to set up signature for ‘Automatic replies’:

1. Log in to the Exchange admin center in Office 365
2. Navigate to the ‘Mail Flow’ tab in the left side panel and click the ‘Rules’ tab.

   

3. Click the 'Sigsync Routing Rules*****' entry.

   

4. Click the ‘Edit rule conditions’ in the rules window

   

5. Scroll down the page and delete  the exception like ‘The subject matches these text patterns ‘Automatic reply’’ under ‘Except if’ as shown in the screenshot below  and click the  ‘Save’ button to save  the changes.

   

Yes, all variants of Office 365 are supported.

No. Sigsync offers a supportive environment for mailbox migration. You can reconfigure your email signature to the new environment. For any assistance you can contact us.

Click here to know the steps to configure connectors. You can’t restore the signature rules once deleted. So, you need to create a new rule and set all the required conditions again.

Click here to remove Connectors from Sigsync.

Click here for the steps to enable ‘Display / Hide’ property to a signature field.

Yes, you can add phrases like ‘Regards’, ‘Thank you’, or ‘Sincerely’ to your email signature using Sigsync. Simply add a Text component to your signature template and enter the desired note at the end of the email body.

Click here to know the steps to add a text in your signature template.

Click here for the steps to get the Accept or Reject option for Outlook Task email.

Click here for the steps to copy the signature template between the tenants

Yes, you can configure and test Sigsync email signature along with the existing email signature service.

Click here to know the steps to set up Sigsync email azure service along with your existing email signature service

Yes, Sigsync allows you to register / add multiple Office 365 tenants from different domains.

Click here to know the steps to register Office 365 tenants.

After multiple tenants registration, Sigsync will prompt for selecting 'Tenant Name' as shown in the below screenshot.

By default, in client-side signature mode (Sigsync Outlook Add-in), it's not possible to detect the email reply chain that already has a signature applied, as every reply is treated as a ‘reply’ type email. Therefore, Sigsync automatically inserts the subsequent email signature even on your first reply, considering it as a continuation. If you'd like to use a different signature for the first reply, we recommend manually selecting it by clicking the ‘Add This Signature’ button from the Sigsync Signatures Add-in pane, as shown in the screenshot below. For all following replies, the Sigsync Outlook Add-in will apply the designated signature automatically.

Note: For Sigsync server side signature mode, there is no need to manage default signature manually. It will manage default and subsequent email signatures automatically.

Click here for the steps to temporarily enable / disable Sigsync email signatures

Click here for the steps to set up signatures for only one (single) user

Click here for the steps to set up signatures for only a couple of users

Click here to know how the signatures applied with 'Send as' / 'Send on behalf' delegate rights.

By default, Sigsync will add User-A's signature when User-A sends an email on behalf of User-B with 'Send On Behalf' delegate permissions. However, if you want User-B's signature to be attached then follow one of the below methods.

Method 1 - Use 'Send As' permissions:

Use 'Send As' delegate permission rights instead of 'on behalf' for the User-A. That's assign 'Send As' Permission to User-A for User-B's mailbox. In this case, Sigsync will automatically add 'User-B's Signature when User-A sends an email with 'Send As' Permission to User-B.

Click here to know more about signatures in 'Send As' delegate rights.
 

Method 2 - Use 'Sigsync Signature Addin for Outlook':

Deploy 'Sigsync Signature Addin' for Outlook to select the required signature while composing an email using the Sigsync Addin.

Click here to know more about Sigsync Signatures Addin for Outlook.

To enable the 'Add This Signature' button, please follow these steps:

1. Log in to the Sigsync Dashboard.
2. Go to the 'Manage Signature' tab and click on the 'Settings' tab.

   

3. Under 'Settings', click on the 'Outlook Add-in' tab.
4. Uncheck the option 'Disable Add This Signature button to prevent users from adding a different signature in Sigsync Signature for Outlook Add-in panel.'

   

5. 'Save' the changes.

This is not an issue with Sigsync. Email clients like Outlook, Outlook Web Access (OWA), and Gmail handle signature images differently. When the image used in the signature is too large, the email client may fail to render it inline within the email body. As a result, the image may appear as an attachment instead of being displayed as part of the signature. This behavior is especially common in replies and forwarded messages. To resolve this, we recommend resizing the original images to match the height and width specified in your signature template.

Yes, Sigsync automatically grants Office 365 administrators access to the Sigsync dashboard. By default, all Office 365 admins have tenant-level admin rights in Sigsync. Additionally, you can assign admin to any other user as needed in Sigsync.

1. View Office 365 Admin list
2. Create any user as Admin

1. View Office 365 Admin list

   Follow the below steps to view your Office 365 admins in the Sigsync dashboard.

   • Step 1: Sync the AD changes with the Sigsync

     Click here to sync the AD changes with the Sigsync

   • Step 2: Logout from the Sigsync dashboard and Login again
   • Step 3: Navigate to 'Admin & Customers' from the dashboard and you can see the user with Global admin roles under the 'Tenant Specific Admins' section.

     

2. Create any user as Admin

   Click here to know the steps to add any user as global admin in Sigsync

Click here to know how to insert additional fields in email signatures using Sigsync.

If you log in to the Sigsync dashboard within the Sigsync portal, your credentials are stored on the Sigsync server in an encrypted form. However, when you log in to the Sigsync dashboard using your Office 365 account, the credentials won't be stored on the Sigsync server, as the login process occurs directly through the Microsoft Sign In page.

 Click here for more details on security.

Also, note that complete Sigsync dashboard access details are recorded in the Activity log.

All the activities are recorded in the 'Activity log', with entries spanning the most recent 7 days. To navigate to the Activity log , refer to the below screenshot.

Yes, Sigsync supports applying signatures to members of both parent and sub-groups. However, to apply signatures correctly, you must explicitly select each group under the Sigsync signature rules. In your case, Sigsync will display the following groups:

• all
• all-office-1
• all-office-2

and so on...

To apply signatures to users in each group:

• Select the "all" group to apply signatures to its members.
• Select the "all-office-1" group to apply signatures to its members.
• Select the "all-office-2" group to apply signatures to its members.

Note: Selecting a parent group like "all" does not automatically apply the signature to users in its sub-groups. Each group must be selected individually for signature assignment.

Click here to know the steps to fix 'Need admin approval' error that occurs during sign in.

Yes, Sigsync allows you to display a generic value for any empty Active Directory fields, ensuring that your email signatures remain complete and professional. Refer to the link below for the details.

 Steps to display generic value for empty AD fields

Sigsync offers the 'Visibility' property in the Signature Editor to remove empty strings by automatically hiding fields when the corresponding Azure AD values are not available.

Click here for the steps to set ‘Visibility’ properties for the signature fields.