If you have already integrated with Microsoft 365, you can generate company-wide email signatures by importing data from Microsoft Entra ID (formerly Azure Active Directory).
Step 1. Before importing the data, prepare all user information in Microsoft Entra ID (formerly Azure Active Directory).
Step 2. Create a master signature (signature template).
The function of a master signature is to set up the template that will help create standardized signatures for the specific department/whole company. While creating a master signature, please put in the information that will be defaulted for all signatures (like the company's name, website, logo, branding colors, etc.) and include personal information, real or imaginary, to see what the final signature will look like.
Step 3. After saving the master signature, please click Import Data button and select Microsoft 365 Active Directory from the dropdown menu.
Step 4. It's time to map signature fields with relevant data in Microsoft Entra ID profiles. Click Choose data source to define whether the data should be taken from the master signature or the Microsoft Entra ID attribute should be applied:
Note: Make sure you have mapped all signature fields with appropriate data sources before proceeding with the next step.
Step 5. Choose whether you prefer to import personal photos from Active Directory or not. If you choose not to import photos, the image from the Master Signature will be used for all the signatures.
Step 6. After clicking Next, you can select users or groups of specific users for whom you want to create signatures. You can use a search field to find particular users or select all groups at once. Then, click Next.
Step 7. Click Import to generate email signatures based on the master signature together with data imported from the Active Directory.
Please review the created signatures to ensure everything is filled out correctly and proceed with the signatures deployment.
Or, you can watch this quick video demo on how to automate email signatures management after the integration has been set.
Note: After the signatures were created, every 24 hours, our system can track if any changes were applied to your employees' Outlook accounts. Our system will update signatures with new information if any changes are detected.
If you need the changes to be applied immediately, please use the Force Signatures Update option
(Integrations tab > Office add-in connection > three vertical dots > Settings > Force Data Update).