Choosing Bybrand for email signature management in Microsoft 365

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If your organization uses Microsoft 365 email (formerly called Office 365), then you’ll want a solution for managing all of your email signatures. Doing this individually can cause all kinds of issues, like inconsistency and not including the right legal disclaimers. It can also be incredibly time-consuming.

By choosing the right email signature manager, your business will be in control over all signatures. This makes email signature management a lot easier.

In this guide, we’ll cover everything you need to know about email signature managers, and why using Bybrand for this is a smart choice.

What is a signature manager?

A signature manager is a convenient email signature solution designed for organizations that use Microsoft 365 or Exchange.

The signature manager provides a single place where you can create and manage email signatures across an entire organization. This means your organization can access consistent branding elements for all professional email signatures used.

By using a signature manager, Microsoft 365 organizations do not have to update email signatures on an individual basis. Instead, a single change can be made in the email signature software, and it is applied to all employees.

If you need to apply consistent banners across your emails or use legal disclaimers across company emails, then using a signature manager makes this easy.

It also helps you update your email signature marketing campaigns, and lets you apply this company-wide in one go.

Why use an email signature manager for Microsoft 365

If your organization uses MS 365, then using a signature manager is essential. It will let you easily control all email signatures across your entire organization. Thus, you can ensure all the correct details and branding elements are included in every email signature company-wide.

While each employee signature can be personalized with things like names and job titles, you’ll want to keep the important elements of these signatures consistent. By managing email signatures through a single platform, you can easily achieve this.

Here’s a good example of a consistent email signature for all employees.

Keep in mind that there are many clear benefits to using an email signature. For example, it can help build brand recognition, display your latest marketing campaigns, disclaimer area, and provide convenient access to your contact details.

With the right signature manager, you can make sure that you get the most out of your email signature. It allows you to add interactive elements, strong branding, and the most important details. This will help your brand stand out and become a lot more memorable for everyone you come into contact with.

The benefits of choosing Bybrand

Bybrand offers an easy solution to help your business manage email signatures across Microsoft 365. Here are some of the main benefits of using Bybrand as your signature manager.

Ensures consistent branding

With Bybrand, it’s incredibly easy to manage multiple signatures at once, and make sure that they all follow the same branding guidelines.

Through the email signature manager, you can update important branding elements – like your logo and email signature colors – and apply this to all signatures. This way, every time a user sends out an email from your business, it’s always going to be consistent.

Example of a branded email signature for a law firm.

This kind of consistency is essential for maintaining a strong brand and making sure that your brand always delivers the same impact.

Use many elements in your emails

Using Bybrand as an email signature manager doesn’t only make it easy to update your company-wide signatures. It also lets you add all kinds of elements to your Microsoft 365 emails.

For example, you can include social media icons, clickable website URLs, contact details, and other interactive elements. You can even choose to create animated email signatures to make your emails more engaging.

Bybrand generates HTML email signatures that you can apply to various email clients. The difference with HTML signatures is that they let you add more elements to your emails. In addition, they display better than a plain image email signature.

This can help your email signature do a lot more – such as market certain areas of your business. The options for clickable links and elements to include in your signature are endless.

Makes email compliance easy

Adding the right legal disclaimers is a necessary part of sending professional emails. With Bybrand, you can make sure that all your employees use personalized signatures with up-to-date legal disclaimers.

Bybrand offers many pre-designed signature templates to choose from. And you can easily add a legal disclaimer box to the template of your choice. Then edit the template and disclaimer box to match the specific requirements of your organization.

Email signature example with a disclaimer box.

If you need to change any of this information, you can just do it once in the manager. Then, all individual employees will have the updated disclaimer in their signature.

This is essential because it ensures your business always displays the right legal information in your email signatures, which helps you stay compliant at all times.

Easily create amazing signatures

Although Bybrand email signatures look advanced, they’re incredibly simple to create. All you need to do is select an email signature template that matches your needs. Then customize the template with your information.

You can use the easy drag-and-drop editor to add in your business entails, add images, and update any elements you need to.

Once your signature is ready, all you need to do is save it, copy the link, and apply it to your 365 account.

Now if you need to make any changes to email signatures, you can use the straightforward editor to make adjustments.

And when you choose your email signature template, there are loads of different options to select from.

You can actually choose the template based on your business type, or look for specific types of templates (like minimalist signatures). This allows you to find and create the perfect email signature for your business needs.

Avoid Microsoft 365 limitations

When it comes to email signature management, using Microsoft 365 directly does come with some limitations. These include:

• Not being able to embed images in your emails
• You can’t include the email signature under your latest email reply or forward
• Server-side email signatures cannot be displayed in users’ “Sent Items” folders
• Non-admin users can’t manage email signatures.

These restrictions can limit what you want to achieve with your email signatures in a pretty big way. However, using Bybrand’s email signature software helps you avoid these issues.

Instead of being restricted by Microsoft 365, you gain complete control over your signatures and how you use and manage them. As such, 365 users can achieve so much more with the signatures they create.

Customize each signature

Bybrand offers convenient email signature management for entire companies as well as individuals.

By using Exchange and the “Apply to Disclaimer” feature, you can easily apply a single email signature for the entire company. This helps you maintain the consistency we mentioned above.

However, you can also customize each signature with user data using Exchange attributes. This means all individual email communication can be customized across your Microsoft 365 email.

Here’s a video that explains how to do this with Bybrand.

Final thoughts

Using the right signature manager can help you do so much more with your email communications. By simply managing email signatures efficiently, you can enhance your branding in a big way.

Whether you’re using signatures for marketing campaigns, or just to improve your email messages, you’ll want to use the right tool to do it.

By using Bybrand, employees can easily have consistent email signatures. Give it a try to see how a platform like this can benefit your business.

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