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EXCHANGE SIGNATURE MANAGEMENT

Control & Automate
Exchange Signatures

Centralized Exchange signature management with live Active Directory sync

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Microsoft Exchange hero

Trusted by 80,000+ companies. Used by millions.

HOW IT WORKS

Take email signatures off IT’s plate

Own every Google Workspace signature from one dashboard

Connect WiseStamp to Exchange in minutes

  • Grant permissions via Microsoft Entra ID or on-prem Active Directory
  • Map directory fields: displayName, jobTitle, department, phone, and photo
  • Deploy server-side via journal connector or Exchange transport rule
  • Push the Outlook Add-In via MDM, GPO, or Exchange admin center
  • New employees get signatures automatically on the next directory sync
WiseStamp IT Architecture Microsoft Exchange Email Signature Management
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With WiseStamp, IT does not have to train and retrain everyone on how to update signatures.

— Adam N., Security Operations Manager

ACTIVE DIRECTORY INTEGRATION

Sync signatures from Active Directory automatically

  • Pulls displayName, jobTitle, telephoneNumber, department, and photo from Azure AD into your signatures
  • One AD change updates every assigned signature instantly
  • Assign by Security Group, OU, or department automatically
  • Supports Azure Active Directory and Microsoft Entra ID
how to integrate Azure active directory with email signatures
Exchange deployment concept

EXCHANGE COMPATIBILITY

Deploy to on-prem, Exchange Online, and hybrid

  • On-prem Exchange Server for 2010, 2013, 2016, and 2019
  • Exchange Online within your Microsoft 365 environment
  • Hybrid Exchange with both on-prem and cloud users
  • Same signature templates work across all 3 environments
Exchange deployment concept

DEPLOYMENT OPTIONS

Match deployment to your Exchange architecture

  • Server-side: covers every device and email client
  • Client-side: compose-time preview via the Outlook Add-In
  • Hybrid: full device coverage plus compose preview
server side vs client side email signature deployment

SECURITY AND COMPLIANCE

Enterprise-grade security built in

ISO blue icon

SOC 2 Type II, ISO 27001, HIPAA, and GDPR certified

SSO blue icon

SAML SSO, TLS encryption, and data residency controls included

Audit blue icon

Dated audit log shows which signature was active and when

disclaimers blue icon

Legal disclaimers appended to every outgoing email, automatically

new employee signature

SIGNATURE ENFORCEMENT

Keep signatures current and lock them down permanently

  • AD changes sync daily, automatic signature updates
  • Lock disclaimers, logos, and titles, employees can’t override
  • New hires receive a deployed signature on their first day
  • Offboarding archives signatures when a user is deprovisioned
new employee signature

SIGNATURE AUTOMATION

Assign a template – signatures update themselves

  • Assign templates by department, location, or group
  • Roll out a rebrand to every mailbox in one update
  • Manage multiple Exchange tenants from a single account
  • Post-merger standardization with no per-user configuration needed
Role-based email signature management
user editing rules

ACCESS CONTROL

Give each team the right access

  • Marketing updates templates, banners, and design – no IT
  • Employees update permitted details via Employee Hub
  • IT locks governed fields so brand standards never drift
  • Each team’s access syncs automatically with their Exchange role
user editing rules

WiseStamp’s directory sync saves a significant amount of time, minimizes administrative effort

— Edgar M., System Admin

NATIVE SOLUTION VS WISESTAMP

What does native Exchage
signature management leave unsolved?

CapabilitiesNative Exchange transport rulesWiseStamp
Visible in Sent Items❌✅ (client-side deployment)
Blank AD attributesLeaves empty linesAuto-hidden, no blank lines
Inline images and logos❌✅
WYSIWYG editor❌✅ (Drag-and-drop editor)
Non-IT managementIT onlyMarketing manages templates independently
Compose-time preview❌✅ (via Outlook Add-In)
Signature not inserted on latest replyAppends to every messageConfigurable reply signature (lighter template)

As the Exchange admin, I got stuck being the email signature designer and support desk.

— Exchange Administrator

Take control of company email signatures

Stop signature chaos. Roll out standardized, brand-consistent signatures company-wide in less than a day.

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FAQ

An Exchange email signature manager is software that centrally deploys, updates, and governs email signatures across Microsoft Exchange environments. Without one, IT manually edits transport rules or individual user settings. With one, signatures update automatically from Active Directory, comply with legal disclaimer requirements, and stay consistent across every device and mailbox.

WiseStamp integrates natively with Microsoft Exchange (on-prem, Exchange Online, and hybrid) and syncs with Active Directory and Microsoft Entra ID. It maps directory attributes including displayName, jobTitle, telephoneNumber, department, manager, and profile photo to signature fields. When any attribute changes in AD, WiseStamp picks it up on the next sync and updates every affected signature automatically, without any manual re-entry.

WiseStamp syncs with Active Directory or Microsoft Entra ID on a daily schedule. When a job title, phone number, or department changes in your directory, WiseStamp updates every employee’s signature automatically on the next sync. You can also trigger a manual sync at any time from the admin panel. No IT action required after the initial setup.

Yes. WiseStamp supports on-prem Exchange Server versions 2010, 2013, 2016, and 2019, Exchange Online within Microsoft 365, and hybrid Exchange environments. Server-side deployment works across all Exchange versions and guarantees signature coverage on every device, including mobile and CRM-sent emails, regardless of whether users are on-premises or in the cloud.

Native Exchange transport rules have documented limitations: signatures don’t appear in users’ Sent Items, blank AD attributes leave visible empty lines instead of hiding the field, inline images aren’t supported, and only IT can manage them. WiseStamp eliminates all of these. Signatures appear at compose time, fields with no value are auto-hidden, full HTML and images are supported, and marketing manages templates independently.

Yes. WiseStamp’s admin controls let you lock specific fields so employees can’t modify them. Governed fields, such as legal disclaimers, job titles, and logos, can be locked organization-wide. Employees can still update permitted personal details (mobile number, profile photo, social links) through the Employee Hub. What IT locks stays locked, regardless of which email client the employee uses.

WiseStamp supports multiple organizations within one account, each with its own domain, directory connection, and signature templates. For post-merger rollouts, you add a new organization for each entity, connect its Exchange environment and Active Directory, and assign the appropriate templates. Each tenant remains fully isolated with its own employee list, branding, and deployment settings.

WiseStamp is SOC 2 Type II certified, ISO 27001 and ISO 27018 certified, HIPAA compliant, and GDPR compliant, with a Data Processing Agreement available. All data is encrypted in transit via TLS. For server-side deployment, WiseStamp never reads or stores email content. The platform supports SAML SSO, role-based access control, and provides an exportable audit log for compliance reviews.

Server-side applies signatures post-send at the mail server level, covering every device including mobile without requiring software installation. Client-side, via the Outlook Add-In, shows the signature to senders at compose time. Hybrid mode combines both: client-side for desktop compose preview, server-side as a fallback for mobile and CRM-sent emails, with automatic duplicate detection preventing double signatures. Most Exchange deployments benefit from hybrid.

WiseStamp does not require MX record changes. Server-side deployment uses a journal or transport rule connector within your existing Exchange infrastructure. For Exchange Online, WiseStamp uses the Microsoft 365 API, so no email traffic is rerouted through third-party servers. Existing mail flow, routing rules, and deliverability settings remain unchanged.

WiseStamp separates IT and marketing responsibilities. IT configures the Exchange connection, assigns templates, and locks governed fields. Marketing teams then manage campaign banners and template content independently through the Marketing Suite. Employees update permitted personal details via the Employee Hub. Over 10,000 companies use WiseStamp this way, with IT receiving no signature update tickets after initial deployment.

WiseStamp deploys Exchange signatures to an entire organization in minutes once the Active Directory or Microsoft Entra ID connection is configured. The 4-step setup covers connecting the directory, building templates in the Studio Editor, assigning templates to groups, and pushing deployment to Exchange. New hires receive a deployed signature automatically on their first day.

WiseStamp archives or removes a user’s Exchange signature automatically when the employee is deprovisioned in Active Directory or Microsoft Entra ID. No manual cleanup is required. Admins can configure a handoff signature for departed employees, directing recipients to a current team contact. The offboarding workflow is triggered by the directory change, not by a separate admin action.