In short: Exclaimer Email Signature Management adds centrally designed signatures to every email sent from Microsoft 365, Google Workspace or Exchange, server-side, client-side or both. Starter gives one compliant signature; Standard adds unlimited templates, targeting rules and campaigns; Pro adds meeting branding, analytics and CRM integrations. Every edition is licensed per active mailbox.
What Exclaimer Email Signature Management is
Exclaimer Email Signature Management is a cloud service for controlling the signature on every email your organisation sends. Templates are built in a drag-and-drop designer and filled with each person's details from Microsoft Entra ID or Google Directory, so a change of job title or office in the directory updates the signature automatically. Administrators can hand design and campaign work to marketing or communications staff through role-based access, without giving them access to the mail system itself.
Beyond the basics of a consistent layout and a correct legal disclaimer, the higher editions can apply different signatures by group, department, brand or recipient domain, run scheduled banner campaigns, add QR codes and, on Pro, report on how signatures and banners are used. The Pro edition extends the same branding to online meetings with video backgrounds and nametags.
Starter, Standard and Pro compared
Every edition includes central management, directory-driven details, a legal disclaimer on every email, signature previews and signatures on all devices. The differences are in how many designs you can run and how much marketing control you get:
| Feature | Starter | Standard | Pro |
|---|---|---|---|
| Central cloud signature management | Yes | Yes | Yes |
| Contact details synced from Microsoft Entra ID or Google Directory | Yes | Yes | Yes |
| A legal disclaimer on every email | Yes | Yes | Yes |
| Signatures on every device, including mobile | Yes | Yes | Yes |
| Signature templates | One | Unlimited | Unlimited |
| Brand kits | One | Three | Unlimited |
| Promotional banners | One banner | Multiple rotating banners | Multiple rotating banners |
| Banner and campaign scheduling | No | Date and time ranges | Advanced, repeatable rules |
| Campaign management | No | Yes | Yes |
| Targeting and exclusion rules, including by recipient domain | No | Yes | Yes |
| Dedicated disclaimer management | No | Yes | Yes |
| User-editable fields | No | Two | Unlimited |
| QR codes | No | Link QR codes | Link and vCard QR codes |
| LinkedIn and Facebook social feeds, headline content | No | No | Yes |
| Meeting branding (video backgrounds and nametags) | No | No | Yes |
| Usage and engagement dashboards (including A/B testing), audit log | No | No | Yes |
| HR system directory integration, Salesforce and HubSpot integrations | No | No | Yes |
An Enterprise option adds a customer success manager, tailored onboarding, staged rollout planning and guided implementation to Standard or Pro for large or complex organisations. Edition details are confirmed when you order.
How it is licensed
Exclaimer is licensed per active mailbox: each email address that gets a signature applied. Most organisations license one mailbox per member of staff plus any shared mailboxes, such as accounts or enquiries, that send with a signature.
| Option | What it means |
|---|---|
| Starter, Standard or Pro | Choose the edition that fits now and move up later if you need more |
| Monthly | Billed monthly on your Forever Systems account |
| Annual | Ask us whether annual terms suit your renewal calendar |
| Trial | A 14-day free trial lets you test signatures on live mail first |
Exclaimer states a minimum of ten users. Pricing depends on the edition and mailbox count, so ask us for a quote. Read more about monthly vs annual licences.
Requirements and deployment
Exclaimer supports Microsoft 365 (Exchange Online), Google Workspace and Microsoft Exchange on-premises or in a hybrid set-up, with two ways to apply signatures:
- Server-side: once you connect your email platform in Exclaimer's mail flow settings, outgoing mail passes through Exclaimer's Microsoft Azure datacentres in your region, the signature is added and the message is returned to your platform for delivery. Every device and mail app is covered, including mobile. For on-premises Exchange, an Exchange Transport Agent applies signatures instead.
- Client-side: the Exclaimer for Outlook add-in or the Exclaimer app for Google Workspace shows the signature in the compose window, so users see it before they send. On-premises Exchange users get client-side signatures through Exclaimer's Signature Update Agent.
- Both: many organisations combine the two, so users get a preview while mail from any other device is still signed in transit. Exclaimer can also show server-side signatures in users' Sent Items.
Hybrid Exchange organisations can manage signatures for on-premises and Exchange Online mailboxes from the same dashboard. Exclaimer's older on-premises product, Signature Manager Exchange Edition, has been discontinued, so if you still run it we can plan the move to the cloud service. We check your mail platform, Outlook clients and mail flow during setup.
Who it suits and how we help
Starter suits small organisations that want one compliant signature across every device. Standard suits organisations with several departments, offices or brands that need targeting rules and scheduled campaigns. Pro suits marketing-led teams that want rotating banners, social feeds, meeting branding, engagement reporting and CRM integrations.
Forever Systems supplies Exclaimer on one UK account with your other Exclaimer and productivity subscriptions. We connect it to your tenant, choose the deployment method, translate your brand guidelines into templates, set up group rules and handle licence changes and renewals. Compare other email signature management options or contact us for a quote.
How Forever Systems supplies your software licences
Forever Systems Ltd supplies business software subscriptions to UK organisations from one account, with one monthly invoice and a UK team who know the products.
- The right edition first time: we check what you need before you buy, so you are not paying for features you will never use
- Monthly or annual terms where the vendor offers them, and help timing renewals and commitments
- Licence changes handled for you: add or remove users, upgrade editions and true-up without starting a new contract
- Deployment and support from engineers who run these products every day, not just a reseller account
- Consolidated billing and renewal reminders so nothing lapses unexpectedly
We work with businesses, schools, charities and public sector organisations of all sizes.
Need a licence quote or a second opinion on your renewal?
Tell Forever Systems what you need and we will come back to you by email with options, not a hard sell.
Contact usFrequently asked questions
What is the difference between Exclaimer Standard and Pro?
Standard adds unlimited templates, three brand kits, multiple rotating banners, campaigns, targeting rules, disclaimer management, two user-editable fields and link QR codes to Starter. Pro adds unlimited brand kits, advanced repeatable scheduling, LinkedIn and Facebook social feeds, vCard QR codes, meeting branding, usage and engagement dashboards, an audit log, and HR system, Salesforce and HubSpot integrations.
Will Exclaimer signatures appear on mail sent from phones?
Yes, with server-side deployment, which adds the signature in transit whatever device or mail app sent the message. Client-side signatures depend on the mail app, so most organisations use server-side signatures to cover phones.
Does Exclaimer work with on-premises Exchange?
Yes. Exclaimer supports Exchange Server on-premises and hybrid Exchange. On-premises mail is signed by an Exchange Transport Agent, and users can see their signature through the Signature Update Agent.
Can users see their signature while writing an email?
Yes, with client-side deployment through the Exclaimer for Outlook add-in or the Exclaimer app for Google Workspace. Server-side signatures are added after sending, so they are not visible while composing unless you also use the add-in or app.
Can marketing manage signatures without IT?
Yes. Exclaimer has role-based access, so marketing or communications staff can design templates and run banner campaigns while IT keeps control of deployment.