Email signature management
One signature standard for every office, in Microsoft 365 and Google Workspace
Set the brand, required wording and layout once. Each office adds its own details and each person their own. Changes reach every inbox without anyone copying and pasting.
The short answer
Email signature management software builds each person's signature from a template the company controls plus that person's own details, and puts it on their email automatically. Microsoft 365 and Google Workspace can each add a company-wide footer or disclaimer on their own, but both stop short of a personalized, per-office signature that every person sees while writing. A signature platform fills that gap. Email Signature Magic writes the signature into each person's Gmail and inserts it in Outlook through an add-in your Microsoft 365 admin installs once.
Three ways a company signature reaches an inbox
What each platform does on its own, from Microsoft's and Google's documentation, and where each stops.
| Approach | Strengths | Where it stops |
|---|---|---|
| Google Workspace: Admin console footerOne footer per organizational unit, appended to outgoing mail; child units inherit it. | Built in, covers every message including aliases and mail sent from third-party apps, and takes up to 10,000 characters. | A text editor with no HTML, images only by public web address, up to 24 hours to take effect, and no description of filling in each person's own details. |
| Microsoft 365: Exchange mail flow rulesA rule appends (or prepends) a disclaimer or signature to outgoing mail, with details from the sender's directory record. | Built in, scoped by group, department or recipient, and personalized with tokens such as display name, title, company, office and phone. | Per Microsoft's documentation, it can't sit directly under the latest reply or forward, isn't shown in Sent Items, and can't skip a line that has no value. Plain text is limited to 5,000 characters including HTML and CSS (Exchange Server 2016 and 2019 documentation). |
| Written into the mailbox or added at compose timeGmail: the signature is written into each person's own Gmail signature setting. Outlook: an add-in inserts it when a message is started. | The sender sees exactly what goes out, replies and forwards can be handled, and each person's own details, photo and personal touches fit naturally. | Only covers the apps it runs in: Gmail, and the Outlook clients that run the add-in. Mail from other apps or systems goes out without it. |
Sources: Microsoft Learn, organization-wide disclaimers and signatures in Exchange Server (the page covers Exchange Server 2016 and 2019; check current limits for your Microsoft 365 plan) and Google Workspace Admin Help, add a standard footer to outgoing emails. Read 2026-10-29.
What to check when you compare platforms
- Where each person's details come from: your directory, a spreadsheet, or typed by hand.
- Offices and teams: can an office have its own address, phone and logo without a separate template to maintain?
- What individuals can change, and what stays locked (license numbers, disclaimers, legal wording).
- How it reaches the mailbox, and which apps it covers: Gmail, Outlook, mobile, mail sent from other systems.
- Whether the sender sees the signature while writing, and in Sent Items.
- Image weight and deliverability: small images, real alt text, few links, so the signature doesn't hurt inbox placement.
- A record of every change: who changed what, and which people received it.
- Onboarding and offboarding: adding people in bulk, and turning off someone who leaves.
- Industry rules: required license numbers, disclosures and notices, and a way to check each signature against them.
How Email Signature Magic handles it
- An organization, office, team and person structure: the brand cascades down it, and an office carries its own address and phone.
- A permissions screen decides what each person may change; names, license numbers and required notices stay locked.
- Gmail: written into each person's signature setting in one click. Outlook: a small add-in your Microsoft 365 admin installs once.
- Pick people from your Google Workspace or Microsoft 365 directory, or import a CSV; one click to turn off someone who leaves.
- A compliance check against state rules (real estate so far) and your company's own rules, a spam check, and a log of every update.
See it applied to offices and teams on multi-office email signatures, or for real estate on the brokerage page.
Where we are not the best fit
- Mail sent from systems or apps that don't run our Outlook add-in and aren't Gmail goes out without the signature. A server-side tool covers every app.
- We have no email tracking or click analytics, and no drag-and-drop designer.
- The Outlook add-in is newer than our Gmail connection, and Microsoft 365 joiners and leavers aren't synced automatically yet.
Comparing options? Read how we compare with WiseStamp, Exclaimer, CodeTwo and others.
Questions about email signature management
What is email signature management software?
Software that lets a company build one email signature design, fill it with each person's own details, and put it on every person's outgoing email without anyone copying and pasting. Good tools also control what individuals can change, handle offices and teams, and keep a record of what was live and when.
Can Microsoft 365 manage company-wide signatures on its own?
Partly. Exchange mail flow rules can add a disclaimer or signature to outgoing mail and can fill in details from each sender's directory record, such as name, title, department and phone. Microsoft's own documentation lists what they cannot do: place the signature directly under the latest reply or forward, show it in the sender's Sent Items, or skip a line whose value is missing. Microsoft points to third-party tools for those.
Can Google Workspace manage company-wide signatures on its own?
It can append a footer to outgoing mail. The footer is set per organizational unit (child units inherit it), is limited to 10,000 characters, is built in a text editor that does not accept HTML, and takes images only by public web address. Google's page does not describe filling in each person's own details, so a personalized signature for every employee is not what that setting is for.
What is the difference between server-side signatures and signatures written into the mailbox?
A server-side signature is added after the message leaves the sender's app, so the sender doesn't see it while writing and usually can't see it in Sent Items. A signature written into the mailbox (Gmail's signature setting) or inserted by an Outlook add-in is part of the message while it is composed, so the sender sees what goes out. The server-side approach covers mail from any app; the compose-time approach only covers the apps it runs in.
Does Email Signature Magic work with both Microsoft 365 and Google Workspace?
Yes. Each person connects Gmail in one click and the signature is written into their Gmail signature setting. For Microsoft 365, a small Outlook add-in that your Microsoft 365 admin installs once inserts each person's signature on new messages, replies and forwards. A company with some people on each can use both. The Outlook side is newer than the Gmail connection, so a pilot group first is sensible.
How does a signature stay consistent across offices?
Brand, layout and required wording are set once for the organization. Each office adds only what is local to it, such as its address and phone number, and each person adds only their own details and whatever you allow. A change to the template reaches every connected mailbox.
How are new hires and people who leave handled?
An admin can pick people from the Google Workspace or Microsoft 365 directory to add and invite them in bulk, or import a CSV. Google Workspace joiners and leavers can be kept up to date automatically; for Microsoft 365 an admin picks people from the directory and joiners and leavers aren't synced automatically yet. Turning off a departing person is one click, and every update is logged.
How much does it cost?
Organizations start at $0.69 per member per month, with per-office and per-team templates on the next plan up and custom pricing for large or franchised organizations. See the pricing page for the current plans.
See it with your offices and your people
Bring your brand and a few colleagues, and we'll show you how it looks across your organization.