Deploying email signatures in Microsoft 365

Rolling out email signatures across an organisation should not require a single visit to anyone’s desk. With EpicRegards you approve the add-in once in the Microsoft 365 admin centre, and from then on signatures and campaigns are managed centrally from the browser.

What you need before you start

Three things most organisations already have:

• A Microsoft 365 environment with Outlook
• Global administrator access to approve the add-in
• Users in Entra Id — the ones you already manage

Nothing is installed on individual machines, and no server needs to be set up. The whole configuration happens in the Microsoft 365 admin centre and in the EpicRegards admin interface.

Step 1: Deploy the add-in once

The Outlook add-in is uploaded to your Microsoft tenant and pushed out to users from there. As an administrator you give consent once, and you decide whether it is deployed to everyone in the organisation or only to a group.

There is no per-user installation. Once consent is in place the add-in appears for users on its own — including those created later.

Step 2: Design the signature

Signatures are built in a browser-based editor where you set the logo, fonts, colours and fields. Fields such as name, job title, phone number and department are filled in automatically from the user’s details, so one template serves the whole organisation without anyone editing it by hand.

If the signature should also carry a campaign, the banner is created in the same place and scheduled with a start and end date.

Step 3: Assign using groups

Signatures and campaigns are normally assigned to groups rather than to individuals. You can use your existing Entra Id groups, or build rule-based groups in EpicRegards — everyone in a given department or at a given location, for instance. And if a single employee needs their own signature, it can be assigned to them directly.

This is where day-to-day running gets cheap: when a new employee is created in Entra Id and lands in the right group, they have the right signature without anyone doing anything. Changes take effect in real time across every Outlook platform.

Which Outlook versions are covered?

The signature follows the user, not the machine:

• Outlook (Windows)
• Outlook Classic (Windows)
• Outlook on the Web (browsers)
• Outlook on iOS (iPhone)
• Outlook on iPadOS (iPad)
• Outlook on Android (smartphones and tablets)
• Outlook for Mac

How licensing relates to Entra Id

You pay per user. If the subscription is licensed for 300 users, you may synchronise up to 300 users from Entra Id. Synchronise more than the licensed number and signatures for the excess users stop working after a period — not immediately. User licences can be added or removed at any time, taking effect from the next billing period.

The price per user drops the more users you have. Work it out in the price calculator.

Try it on your own tenant

The fastest way to judge a deployment is to carry one out on a small scale. The trial runs for 30 days with access to every feature, and no payment card is required to start.

Start free trial