In short: Email signature management software applies consistent signatures to every email your organisation sends, from desktop, web or mobile, using templates and data from your directory. Marketing can add banners, and legal details stay correct. Products such as Exclaimer work with Microsoft 365 and Google Workspace and are licensed per mailbox.
What is email signature management?
Left to individuals, email signatures drift: old logos, missing phone numbers, different fonts, no signature at all on mobile. Email signature management software fixes this centrally.
You design signature templates once, and the software fills in each person's name, job title, phone number and other details from Microsoft Entra ID, Google Workspace or another directory. Signatures can be applied:
- Server-side: added as mail passes through the service, so they appear on every device, including mobiles
- Client-side: pushed into Outlook or Gmail so users see them while writing
Most products also add marketing banners, campaign scheduling, different signatures for different departments, and analytics on banner clicks. Exclaimer is a widely used example, with Starter and higher plans for Microsoft 365 and Google Workspace.
Signature management is often bought by marketing teams, because email is one of the most-seen pieces of branding a company has. Every message staff send can carry a campaign banner, event invitation or link to a customer survey, and analytics show what people click. IT benefits too, because nobody needs to edit signatures by hand when someone changes job title or the company changes address.
Email signature management: vendors and products we supply
- Exclaimer: Central email signature management for Microsoft 365 and Google Workspace.
- Exclaimer Email Signature Management: Starter, Standard and Pro signature editions, licensed per mailbox.
Compliance and consistency
UK trading disclosure rules require limited companies to show certain details on business correspondence, including the registered company name, and, on business letters and order forms, the company number, place of registration and registered office address. Most companies include these in their email footer. Regulated firms often need additional statements, for example FCA authorisation details.
Central signature management ensures these details are present and correct on every message, and lets you update them in minutes if your address or details change. It also supports a consistent brand across every member of staff.
What to look for
- Directory sync from Microsoft Entra ID or Google Workspace, so details stay current
- Server-side and client-side options to suit how staff send mail
- Campaign scheduling for banners, with click tracking
- Rules by department, group, recipient (internal or external) and reply or new message
- Approval workflow so only authorised people change templates
How email signature software is licensed
Email signature management is licensed per mailbox or per user, usually in tiers. Entry plans cover templates and central management; higher plans add server-side signatures for all devices, marketing campaigns, analytics and more advanced rules. Shared mailboxes may need licences if they send external mail. Monthly and annual terms are available from most vendors.
How to choose
- Decide whether signatures must appear on mobile and every device (server-side) or only in desktop and web clients.
- Check directory data quality: job titles and phone numbers in Entra ID or Google Workspace will appear in signatures.
- Plan templates by department, brand or region.
- Decide whether marketing banners and analytics are needed.
- Make sure required legal and regulatory wording is included.
- Agree who owns the templates, typically marketing, and who manages the technical set-up, typically IT.
How we help
We supply signature management licences on your account, help clean up directory data and set up templates so the switch is invisible to staff. Contact us and ask 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 must a UK company include in its email signature?
Limited companies must show their registered name on business correspondence, and most also include the company number, place of registration and registered office address in email footers. Regulated firms may need further statements.
Do centrally managed signatures work on mobile?
Yes, with server-side signature management, which adds the signature as mail passes through the service, regardless of the device used.
Can different teams have different signatures?
Yes. Rules can apply different templates by department, location, group or individual.