Centralized e-mail signature

Hello Eddy,

In situations where system-level access is not available for centralizing email signatures, third-party email signature management tools can be a viable solution. These tools offer a centralized platform to create and manage email signatures across various devices and email clients. For instance, Xink.io provides a centralized control dashboard that allows for the management and updating of all email signatures within an organization, ensuring brand consistency and legal compliance. Another option is Sigstr, which offers a range of services tailored to different business needs, including analytics and integration with CRM platforms. These tools can be particularly useful for companies that operate under a parent company's system infrastructure, as they allow for independent management of email signatures without the need for system-level permissions. It's advisable to review these solutions to determine which best fits your company's specific requirements and constraints.

Hope this helps,

Fathia A

Hello Eddy**,**

Good day. Thank you for sharing the information.

Regarding your situation, since your MDM policy is already managed by Sophos, and not Microsoft Intune. I am sorry to inform you that, there are no 3rd party integration possible for only one platform for this centralized email signature scenario from Microsoft side.

You may contact Sophos contact support if they can allow the devices organization wide to another 3rd party for centralizing email signature from one platform.

If they do, you may need to find another 3rd party tool for your scenario.

I hope this helps. Let me know if you have any further questions or concerns.

Appreciate your patience with us.

Looking forward to your response and have a great day ahead!!

Sincerely

S M Nazmun Nur | Microsoft Community Moderator

Dear Nazmun,

Thank you so much for your precious help.

This are the license details: Microsoft® Outlook® for Microsoft 365 MSO (Version 2402 Build 16.0.17328.20550) 64 bit.

It connects to outlook.office.com and we are using Legacy (Classic) Outlook.

Unfortunately, I am not aware of any third-party tools or signature management services approved by the parent company.

Yes, we may require different signatures for internal and external emails, but it is not an essential/mandatory prerequisite.

We currently use Sophos Central Mobile as our MDM solution.

This is all the info I could find. I hope you can help me.

Thanks again,

Eddy

Dear Fathia A,

Thank you so much for your support. From what I understand it seems that first, you need to authenticate in the Xink portal using Microsoft 365 administrator credentials. We have the option of using local Active Directory, but we do not have the Microsoft 365 administrator password (that is managed by the headquarter). This seems to be the main problem when relying on third-party email signature management tools. Are there alternative solutions?

Thanks again,

Eddy

Hello Eddy**,**

Good day! Thank you for reaching out to Microsoft community.

As per your description and my understanding, you would like to centralize the email signatures across all devices (mobile, computers, laptops, desktops) for the Outlook accounts in your company.

However, you do not have system-level access to manage signature centralization through Azure since this is controlled by your parent company. You are seeking an alternative solution that would allow you to manage the creation of a unified signature for all devices from a single platform or portal. [correct me if I am wrong].

Since you don't have system-level access via Azure to manage centralized email signatures, you can explore third-party tools that provide centralized management of email signatures for all devices, including desktops, laptops, and mobile devices.

• Exclaimer.
• Exclaimer is a widely used solution for managing email signatures centrally. It integrates with Microsoft 365 and Exchange, allowing you to create and manage email signatures for all employees from one place.
• Full compatibility with Microsoft 365 and Exchange

To better understand your issue, I need some addition information so that we can narrow down the main reason and find out the root cause by working together.

• May I know your affected account type and subscription/ license details?
• Is it Microsoft365 business, basic, standard, enterprise (E3/E5), educational or Microsoft Personal account (outlook.com/Hotmail.com/live.com) or any third-party account?
• Which one does it connect to outlook.office.com or https://outlook.live.com/?
• Which outlook platform are you using, is it New Outlook, Legacy (Classic) Outlook or OWA?
• Could you please provide us product and version details of your Outlook?
  • About Office: What version of Office am I using? - Microsoft Support.
  • What version of Outlook do I have? - Microsoft Support.
• Are there any third-party tools or signature management services your parent company has approved or considered in the past that you can leverage?
• Do you require different signatures for internal and external emails, or would the same signature apply in all contexts?
• Is there any existing system in place for managing other centralized configurations that you may be able to integrate signature management with (e.g., Office 365 Admin Center, or a third-party MDM solution)?

Please understand that our initial response may not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.

Thanks for choosing the MS community.

Looking forward to your response and have a great day ahead!!

Sincerely

S M Nazmun Nur | Microsoft Community Moderator