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How to automate the insertion of email signatures? 

An Outlook email signature, used as a marketing or communication channel, offers a very powerful tool for adding value to the company image. However, to be fully efficient, the management of signatures should be simple and automatic. How can you do it with Office 365? Find out more below. 

 

Using Outlook to process email signatures is a good idea because a consistent and visually appealing signature drives a positive image for the enterprise. However, in practice, the pitfalls multiply. Starting with the administration: it is impossible to automatically configure the signatures from the Outlook administrator account. It is the user that, from their Outlook settings, must configure their email signatures. To help employees manage their own signatures, proposing a graphic charter and a predefined template seems easy enough. But when done, each employee will interpret the elements and adapt them according to their technical and graphic abilities.  

 

Leave it to the user to create their email signature?  

Leaving it to each user doesn’t go without issues. The visual aspect, positioning the logo, and entering the information demands a minimum of understanding of HTML, or a minimum of patience to place each of the elements. The processing of image formats can also give way to issues in the management of add-ons and resolutions.  

The results: the signatures vary from employee to employee. Some forget to specify their position, others adopt a different department name, within the same department or between subsidiaries. All these elements undermine the consistency of your brand.  

To avoid these possible mistakes, an IT manager can, of course, take it in their own hands to create an adapted and charted signature for every workstation. An option that is possible, but time-consuming: for an enterprise of 200 employees, configuring the signature for each user represents about 100 hours of work! A daunting task that will have to be repeated if the company decides to change its logo, name, or simply move. To automate this task, some companies try to develop scripts, but this sometimes makes the problem worse. These scripts are very sensitive to the slightest change and should be maintained regularly and carefully. And really, it’s a shame to settle for imperfect and wasteful measures when there are actual solutions out there. 

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Automate email signatures: the proven benefits  

Rather than being a time-consuming a repetitive task, choosing to automate and centralize the management of email signatures is a much more appealing option. Centralizing the deployment avoids both random individual configuration and loss of time for both the user and the IT department. By using the SaaS solution, Letsignit, it becomes easy and quick to automate and centralize the creation of email signatures, as well as the deployment via Office 365

 

3 steps to easily deploy  

 

1) Connect to Letsignit and import your users  

The first step consists of creating your Letsignit account and choosing your Office 365 email to connect. Once on the platform from the integrations tab, you will be asked to choose an importation method for your users. All you must do is synchronize your Office 365 directory or you can do the alternative method and upload a CSV file.  

In both cases, all your user information – the different domains, groups, attributes, and more, are immediately imported and available on the platform in only a matter of minutes. Another interesting benefit: every new user added to your directory will be automatically imported to Letsignit. Hard to be simpler!  

 

2) Create the desired Outlook signature

Are your users synchronized? All that remains is to create the signature. Nothing could be easier with our “Drag & Drop” editor. Depending on your graphic skills or your tastes, you can choose the one that suits you best from among 16 proposed templates. Once this choice is made, you can open the “drag & drop” editor to complete the signature.

This is all the easier as all user information is already pre-filled thanks to the automatic synchronization. Take advantage of this signature to promote your social networks – this is of course provided for in the editor.

Note that expert administrators can choose to perform all these operations in HTML: your signatures will then be created on a dedicated platform and imported directly.

 

3) Deploy and activate the signatures  

Your signatures are ready. You have nothing else to do then to assign each type of signature to your users by ticking the box next to their name. Next, invite the users to download the app and connect to Letsignit – the user only needs to use their Office 365 account to take advantage of their signatures on Outlook Desktop.  

There is also the “server-side” which your mail flow makes a detour through the Letsignit services (hosted in the Cloud Azure) in order to receive the email signature. This rerouting requires you to configure an SMTP connector from your Office 365 account.  

The big advantage of this process is that the email signature is added “at the source”, so the process works regardless of the device the email is sent from(a PC, a Mac but also a smartphone, or a tablet).  

Once the deployment is executed either on the “client-side” or “server-side”, your employees will benefit from an elegantharmonized, and up-to-date signature, starting from the first email sent. And all of this regardless of the Outlook device and messaging client used: desktop application, web browser, or the mobile application! 

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