Email Signatures for Microsoft 365

How Email Signatures are Applied

When you create an email signature within CloudM Manage and apply this, either domain wide or to a specific set of users via Smart Teams, this signature is created as a mail rule within your Exchange Admin environment. As such, you will not see the email signature appear in Outlook as you are composing a mail, it will be applied as the mail is sent.

Transport rules will be checked and updated every 24 hours automatically. You can prompt a manual sync, if required, and the next automatic sync will occur 24 hours after.

Finding the Email Signature Editor

For the root Organization

1. Using the left hand menu, click on the Directory option,
2. Click on Organization
3. On the information panel, select Configure to display the drop down menu and click on Email Signature.
4. You will be taken to the Email Signature Management screen with the Organization pre-selected.

Within a SmartTeam

1. Using the left hand menu, click on the Directory option,
2. Click on Smart Teams,
3. Select the required Smart Team.
4. On the information panel, select Configure to display the drop down menu and click on Email Signature.
5. You will be taken to the Email Signature Management screen with the required Smart Team pre-selected.

Editing a Signature

To create the email signature for your users CloudM Manage has provided and powerful and flexible WYSIWYG editor. Using the selection of fields available on the left you can build up the required structure you require. We also provide a number of preconfigured templates which can be used as a basis or guideline when editing.

Exclude the email signature on replies and / or internal mail

There are occasions where you might not want to add a signature to an email, such as a reply (where the original sender already knows your contact details) or internal mail. Now, you have the option to exclude them from email signatures set up in CloudM.

Please note that we can only ensure that the specific email signature set up for the selected root organization is excluded. Another signature below this in the exchange rule list, even if setup in CloudM (for instance, a global signature), may still be displayed.

To exclude the email signature on replies and / or internal mail:

1. Navigate to Email Signature Management and select the root organization. 
   • These settings cannot be applied to Smart Teams. They are Global settings and will override all signatures.
2. Make sure the Enabled toggle is set to enabled. If it is not, email signatures will not be displayed on any emails.
3. Next, in the Exclude signatures from section, set the Replies and / or Internal Mail toggles to enabled to exclude the signature on the selected email type.
   • Excluding email signatures on Replies means that the signature will not be added when you reply to any email, either internally or externally.
   • Excluding email signatures on Internal Mail means that the signature will not be added when you email or reply to any user in your organization.  
4. Select Update Signature to apply the changes.