We’ve worked with businesses that struggle with email signatures. Some people have professional signatures with all the right information, others have outdated signatures, and some forget to add signatures at all. This looks unprofessional and makes it harder for customers to contact the right person or find your business information.
Exclaimer is a tool that manages email signatures for Microsoft 365. It automatically adds professional signatures to all outgoing emails, ensuring consistency across your business. You create signature templates, configure who gets which signature, and Exclaimer handles the rest automatically.
We’ve helped businesses implement Exclaimer, and it’s made a real difference. Everyone has professional signatures, the information is always up to date, and you don’t need to manage signatures manually. Here’s what you need to know about Exclaimer and how it can help your business.
Why Email Signatures Matter
Email signatures are often the first impression people have of your business. A professional signature with your name, title, contact information, and company details looks credible and makes it easy for people to contact you. An inconsistent or missing signature looks unprofessional and can make it harder for customers to reach you.
Consistency is important. When everyone in your business has the same signature format, with the same company information and branding, it looks professional. When signatures are inconsistent, with different formats, outdated information, or missing details, it looks disorganised.
And signatures provide important information. Your phone number, email address, website, social media links. These details help people contact you, learn about your business, and find you online. If signatures are missing or incomplete, people might not be able to reach you easily.
But managing signatures manually is difficult. People forget to update signatures, they use different formats, and they might not include all the information you want. For small businesses, managing signatures for everyone can be time-consuming and error-prone.
How Exclaimer Works
Exclaimer integrates with Microsoft 365 to automatically add signatures to outgoing emails. You create signature templates in Exclaimer, configure which users get which signatures, and Exclaimer adds the signatures automatically when emails are sent. Users don’t need to do anything, which means signatures are always consistent.
The signatures are added server-side, which means they’re applied to emails as they’re sent from Microsoft 365. Users don’t see the signature in their draft, but recipients see it in the final email. This ensures signatures are always added, even if users forget or if they’re sending from mobile devices.
You can create different signature templates for different users or groups. Sales staff might have one signature format, support staff might have another, and management might have a different one. You can also create department-specific signatures, or role-based signatures that change based on the user’s job title.
And Exclaimer can pull information from Microsoft 365. It can automatically include the user’s name, job title, phone number, and other details from their Microsoft 365 profile. This means signatures stay up to date automatically when user information changes, without needing to update signatures manually.
The signatures can include rich formatting, images, logos, social media links, and other elements. You can create professional signatures that match your branding, with your company logo, colours, and styling. Exclaimer supports HTML formatting, so you can create visually appealing signatures.
What This Means for Your Business
Exclaimer ensures everyone has professional signatures. You don’t need to rely on users to create or maintain their own signatures. Exclaimer handles it automatically, so every email sent from your business has a consistent, professional signature.
It saves time. Instead of managing signatures manually for each user, you create templates once and Exclaimer applies them automatically. When you need to update signatures, you update the template and the change applies to everyone. This is much faster than updating signatures individually.
It ensures consistency. Everyone has the same signature format, with the same company information and branding. This looks professional and helps reinforce your brand identity in every email your business sends.
And it keeps information up to date. Exclaimer can pull information from Microsoft 365, so when someone’s job title or phone number changes, the signature updates automatically. You don’t need to remember to update signatures when user information changes.
Implementation Considerations
Exclaimer requires some setup. You need to install it in your Microsoft 365 environment, create signature templates, and configure which users get which signatures. It’s not complicated, but it does require some technical work and planning.
You’ll need to design your signature templates. What information should be included? What should the format look like? How should it match your branding? You’ll need to create templates that look professional and include all the information you want.
You’ll need to configure which users get which signatures. Do different departments need different signatures? Do different roles need different formats? You’ll need to plan this out and configure it in Exclaimer.
And you’ll need to test it. Make sure signatures look correct, that they’re being applied to the right users, and that the information is accurate. Test with different email clients and devices to ensure signatures display properly everywhere.
What to Expect
Users won’t see signatures in their drafts. Exclaimer adds signatures server-side, so signatures appear in the final email but not in the draft. This can be confusing initially, but users get used to it quickly.
Signatures are applied automatically. Users don’t need to do anything, and signatures are always added to outgoing emails. This ensures consistency, but it means users can’t customise their signatures individually.
You’ll need to manage signature templates. When you need to update signatures, you update the template in Exclaimer and the change applies to everyone. This is usually easier than managing signatures individually, but you need to plan for updates.
And there’s a cost. Exclaimer is a paid service that charges per user per month. The cost is usually reasonable, but it’s an ongoing expense. You need to weigh the cost against the benefit of professional, consistent signatures.
Microsoft 365 Integration
Exclaimer integrates well with Microsoft 365. It works with Outlook on desktop, web, and mobile, and it applies signatures to all outgoing emails regardless of which client is used. This ensures consistency across all devices and platforms.
It can pull information from Microsoft 365 user profiles. Names, job titles, phone numbers, department information. This means signatures stay up to date automatically when user information changes in Microsoft 365, without needing to update signatures manually.
And it works with Microsoft 365 groups and distribution lists. You can configure signatures based on group membership, so different departments or teams can have different signature formats. This provides flexibility while maintaining consistency within groups.
The integration is seamless. Exclaimer works in the background, adding signatures automatically without interfering with normal email use. Users don’t notice it’s there, but recipients see professional signatures on every email.
Is It Worth It?
For businesses that send a lot of emails, yes. Professional, consistent signatures make a difference, and Exclaimer makes it easy to manage signatures without relying on users to do it manually. The time saved and the professional appearance are usually worth the cost.
It’s especially valuable if you have multiple users, if signatures need to be consistent, or if you want to ensure everyone has up-to-date contact information. In these situations, Exclaimer provides value that’s hard to achieve manually.
But it does require some setup and ongoing management. You need to create templates, configure users, and update signatures when needed. If you don’t have the technical resources, you might want to get help.
We’ve helped businesses implement Exclaimer, and it’s made a real difference. Everyone has professional signatures, the information is always up to date, and managing signatures is much easier. The professional appearance and time savings are usually worth the cost.
If you want to discuss whether Exclaimer makes sense for your business, or if you need help setting it up, get in touch. We’ve implemented Exclaimer for several businesses, so we can help you understand what’s involved and how to set it up properly.