Professional HR Email Signatures
for Microsoft 365

Yes. An administrator can grant HR users Sigsync signature-management access limited to selected signatures and rules. HR can then manage the assigned templates and rules without needing Microsoft 365 administrator access.

Yes. Create separate templates for recruitment, payroll, onboarding and employee relations, and apply each one through rules for the matching Microsoft 365 group.

Yes. Once Sigsync is configured, employee details have synchronized and the employee matches an active signature rule, Sigsync uses their Microsoft 365 profile details in the assigned template. New hires do not need to create their own signature.

After the updated Microsoft 365 details synchronize with Sigsync, the signature can show the new job title and department. Changes to group membership affect the template according to your configured signature rules and their priority.

Yes. Add a hiring banner with a link to your careers page to the recruitment template, and remove or swap it from the dashboard when the role is filled.

Yes. With server-side mode configured, Sigsync adds signatures after sending to messages routed through the service. This includes messages sent from Outlook desktop, Outlook on the web and mobile devices.

Include the sender’s name, job title, department, a direct contact route and the company name. Recruiters can add a careers page link, and payroll or benefits teams may need a confidentiality notice. Keep contact details as real text rather than part of an image so they stay readable on mobile and with screen readers.

In the Sigsync signature editor. Start from a ready-made design, adapt it for recruiters, onboarding or payroll, and apply it to the matching Microsoft 365 group.

HR keeps employee details such as job titles and departments accurate in Microsoft 365. IT looks after the Sigsync connection and tenant setup. Because signatures are filled from the directory, a correction made there flows into the signature after the next synchronization.

Yes, if they have a Microsoft 365 account and belong to a group that a signature rule targets. Create a template for them and apply it to that group, so their signature shows their role without borrowing employee wording.

Keep it short: name, job title, team, a direct contact route and the company name. Add a link to a careers or employee portal if it helps, and the confidentiality notice your policy requires. Because Sigsync fills the details from Microsoft 365, the HR manager’s title and phone number stay current without manual edits.

Build or choose an HR template in Sigsync, then apply it to your HR group in Microsoft 365 with a signature rule. With server-side mode configured, the signature is added after sending, so it appears on messages sent from Outlook desktop, Outlook on the web and mobile without each person editing their settings.