Consistent signatures make your business look bigger, safer and more trustworthy.
Every email your team sends is a touchpoint - and inconsistent, half-configured signatures make even brilliant businesses look scrappy. We deploy CodeTwo Signatures 365 across your Microsoft 365 tenant so every user's email — from Outlook, from webmail, from mobile — carries the same professional signature, updated centrally the moment anything changes.
Centrally managed. Zero fuss.
Signatures are applied at the Microsoft 365 mail flow level. No client-side plugins, no local Outlook configuration, no forgotten laptops. Every email out - branded correctly - regardless of device or client.
Groups, departments, single users
Different signatures for Sales, Support, Directors, or any Entra ID / M365 group. Rules-driven templates pull the right layout, disclaimer and marketing banner for the right sender - automatically.
Edit it yourself, or hand it to us
The included WYSIWYG editor is genuinely usable - drag banners, swap photos, edit copy. Prefer HTML? Drop straight into the markup. Or send the change to us and we'll do it. Whatever suits.
Two editing modes. Pick the one that fits your team.
CodeTwo Signatures 365 ships with a full WYSIWYG editor for anyone who wants to just get on with it — drag a logo, drop in a banner, edit the copy, save. Preview across desktop, mobile, and web-mail clients in one click. When you need to dive deeper, flip to the HTML view and edit the markup directly. Fine-grained control over layout, dark-mode fallbacks, tracking pixels, or anything else your marketing team asks for.
- WYSIWYG drag-and-drop for everyday edits
- Full HTML source view when you need it
- Placeholders auto-fill from M365: name, title, photo, phone
- Rules for legal disclaimers, GDPR footers, one-off campaigns
- Preview against Outlook desktop, OWA, iOS Mail, Gmail before you deploy
Signatures live where they should — at the M365 mail server.
Because CodeTwo signatures are stamped at the Microsoft 365 mail flow level (not by an Outlook plugin), every email is signed correctly the moment it leaves your tenant — regardless of which device, which app, or whether the sender's Outlook is even open. That means signatures work seamlessly from the Outlook desktop app, the Outlook mobile app, Outlook Web Access, third-party clients like Apple Mail, and even from automated system mail (invoicing tools, ticketing platforms) that hit the M365 relay. One consistent brand voice, every time.
- Works from every email client and every device
- No client software to install on user machines
- Signatures apply to shared mailboxes and distribution lists too
- Automatic mail-loop protection and reply-thread cleanup
- New starters get their signature the moment their M365 account is provisioned
Transparent pricing. No surprises.
A one-off setup covers the first signature design and rollout. After that it's a small per-user monthly. Additional bespoke signature designs are a flat £25 each. All prices ex VAT.
- CodeTwo Signatures 365 licence for every mailbox
- Applied at the M365 mail flow level - works from every device and client
- Group / department / single-user targeting
- WYSIWYG editor and HTML source editor
- First signature designed and deployed by us (included in setup)
- Self-service edits included - or send changes to us any time
- New-starter signatures provisioned automatically
- Legal disclaimers and GDPR footers included where needed
What's actually included
Every M365 Mailbox Covered
One licence per user, applied across your whole Microsoft 365 tenant. Shared mailboxes, distribution lists, and system mail (from apps like Xero or ticketing systems) are all covered.
Group + Rule-Based Targeting
Sales team gets one signature, Support gets another, Directors get their own. Pull from Entra ID / Microsoft 365 groups so the right template lands with the right person automatically.
One-Off £100 + VAT Setup
A single one-off setup fee covers licensing, tenant configuration, mail-flow routing and your first signature designed and deployed to your brand. Send us your logo, brand colours and preferred layout - we'll turn it around and stage it for your approval before it goes live.
Self-Service WYSIWYG Editor
Anyone with the right permission can edit signatures in a full drag-and-drop editor. Swap the banner, update a phone number, rotate a campaign - no ticket to us required unless you want one.
Full HTML Source Access
For anyone who wants to go deeper, flip to the HTML view and edit the markup directly. Dark-mode fallbacks, custom tracking, tighter layout - it's all there.
Auto-Populated M365 Data
Signatures pull the sender's name, title, phone, mobile, department and photo directly from their M365 profile. Update someone's job title in Entra ID once - every email they send picks it up instantly.
Legal Disclaimers + GDPR Footers
Attach compliance-required disclaimers or GDPR footers to the right departments (Finance, HR, Directors) automatically. Solves the 'which teams need the disclaimer this month' meeting for good.
Marketing Campaign Banners
Ship a marketing banner across the whole team's signatures for a week - launch of a new product, seasonal offer, event countdown - then rotate it out when it's done. All from the editor.
Preview Before You Deploy
Preview a signature against Outlook desktop, OWA, iOS Mail, Android Gmail, Apple Mail - before it goes live. Catch layout issues on mobile clients before your customers see them.
New-Starter Provisioning
The moment HR adds a new user to Microsoft 365, their signature is already configured. No onboarding checklist item, no first-week emails going out unsigned.
Managed by Us
You own the setup, we own the running. Vendor support, template updates, any deployment complexity - handled. You talk to us; we talk to CodeTwo.
Additional Signatures at £25
Need a second branded signature for a subsidiary, a special campaign template, or a limited-run event layout? £25 (ex VAT) per additional design, then you edit it yourself at no extra cost.
Consistent signatures aren't a nice-to-have when it comes to compliance — they're often a requirement. Legal disclaimers on partner-facing email, GDPR data-processor footers, Companies House details in official correspondence, financial services regulatory statements. CodeTwo lets us apply these automatically, only where they're needed, and update them centrally if legislation changes.
- Legal disclaimers can be scoped to specific departments or user groups
- GDPR-compliant unsubscribe / data-processor footers where relevant
- Companies House registration details on outbound business email
- Fully audited: every signature deployment is logged and reviewable
- Hosted in the EU / UK with GDPR-appropriate data handling
- One update propagates instantly across the whole tenant - no chasing individual users
A signature-management rollout with us takes about a week.
We licence CodeTwo Signatures 365 for your Microsoft 365 tenant, connect it to your mail flow, and design your first signature to your brand guidelines — that's the one included in the price. We walk you through the editor if you want to run signatures yourself day-to-day. Or leave the whole thing with us — whatever fits how your team works. Either way, the underlying licence, mail-flow config, updates and support all sit with us. If you decide you want a second signature (subsidiary brand, campaign layout, seasonal template), those are £25 (ex VAT) to design — then you can edit them yourself as many times as you like at no extra cost.
Common Questions
Do we have to install anything on user devices?
No. CodeTwo signatures are applied at the Microsoft 365 mail flow level, not by a client-side Outlook plugin. That means signatures work from every email client on every device without anyone installing anything or logging into anything special.
Can different departments have different signatures?
Yes - this is one of the strongest features. We attach signatures to Microsoft 365 or Entra ID groups. Sales might get one design with a lead-gen banner, Support gets a different design with helpdesk contact details, Directors get their own layout with regulatory disclaimers. Users can be in multiple groups and rules choose the right signature for each context.
Can we edit signatures ourselves?
Absolutely. The CodeTwo editor has both a full drag-and-drop WYSIWYG mode (great for everyday edits like swapping a banner or updating a phone number) and a full HTML source view (great when you want to dive into the markup for fine control). We can give designated members of your team edit permissions - and you can send changes to us as well, whichever suits you day-to-day.
How much does it cost?
A one-off £100 + VAT setup fee covers licensing, tenant configuration, mail-flow routing and your first bespoke signature designed and deployed. From then on it's £2 per Microsoft 365 mailbox per month, ex VAT. That monthly figure covers the CodeTwo Signatures 365 licence, ongoing management, editor access and unlimited edits to your signature - either self-service or through us. Additional bespoke signature designs (subsidiary brand, campaign template, etc) are £25 + VAT each.
Does this work with Google Workspace?
No - CodeTwo Signatures 365 is a Microsoft 365-native product. It hooks directly into the M365 mail flow, and it doesn't have an equivalent hook into Google Workspace. If you're running Google Workspace we can talk you through the alternative approaches (either signature policies inside Workspace itself, or a third-party such as Wisestamp / Rocketseed), but the CodeTwo route we describe here needs a Microsoft 365 tenant. See our M365 vs Google Workspace comparison if you're still weighing up which platform to run on.
What if we need more than one signature design?
Additional bespoke signature designs (a second brand for a subsidiary, a specific campaign template, a seasonal layout) are £25 (ex VAT) each. Once we've designed and deployed the additional signature, you can edit it yourself in the CodeTwo editor at no extra cost - the £25 covers the design work, not ongoing edits.
Will signatures apply to signatures sent from mobile / OWA / third-party clients?
Yes. Because signatures are stamped at the M365 mail server (not by any client software), they apply consistently regardless of the sending device or app. Outlook desktop, Outlook mobile, Outlook Web Access, Apple Mail, Gmail via M365, and even mail sent by system apps (invoicing platforms, ticketing systems) that route through your tenant.
What happens when we hire someone new?
The moment HR adds them to Microsoft 365 and they're in the right department group, their signature is already in place. No onboarding checklist item, no manual step. If you provision users automatically via SCIM / Azure AD Provisioning, the signature flows in automatically as part of that same identity setup.
What about existing signatures our team has already set up?
We handle the migration. Users can keep the same look and feel of their existing signature if they want - we replicate the design into a CodeTwo template - or we start fresh with a proper branded signature. Either way, the individual signatures they've configured locally get replaced by the centrally-managed one automatically once we go live.
Can we use signatures for marketing campaigns?
Yes - and this is one of the most under-used marketing channels. Every email your team sends becomes a chance to promote a new product launch, event, offer, or piece of content. We can rotate campaign banners in and out of signatures on a schedule, target specific departments, and track engagement if you want click reporting.
Is CodeTwo actually GDPR / compliance-friendly?
Yes. CodeTwo Signatures 365 is EU-based, ISO 27001 certified, and processes email in EU / UK data centres appropriate to your Microsoft 365 tenant region. It fits into GDPR data-processor requirements cleanly, and we can attach GDPR data-processor footers automatically where they're required.
Every email from your team, looking sharp.
Send us your logo, brand colours and how many mailboxes you're covering. We'll come back with a quote, a mockup of what the signature will look like, and a rollout plan. No pressure, no obligation.