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OFFICE 365 SIGNATURE MANAGEMENT

Control & Automate
Office 365 Signatures

Deploy company-wide signatures from Entra ID to every Outlook client in minutes

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Office 365 email signature management software by WiseStamp

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

HOW IT WORKS

Take email signatures off IT’s plate

One admin dashboard controls every signature — auto-provisioned when employees join, auto-retired when they leave, no installs

Connect WiseStamp to Microsoft 365 in 30 minutes

  • Connects to Azure AD via Graph API with read-only directory permissions
  • Outlook Add-in deploys from the Microsoft 365 admin center, no per-device installs
  • Server-side injection appends signatures to mail flow automatically at send time
  • Fully managed SaaS — WiseStamp handles all updates and maintenance
WiseStamp IT Architecture Microsoft 365 Email Signature Management
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I do not have to set up new users. It happens automatically once they are created.

— Ashley S., Director of IT & Logistics

CENTRALIZED SIGNATURE CONTROL

Manage signatures without touching individual mailboxes

  • One update deploys to every mailbox instantly
  • Lock brand fields, let employees edit personal ones
  • Audit logs track every change with a timestamp
Centralized email signature enforcement with locked fields
As you are AD and enter ID integration with email signature management software

AZURE AD INTEGRATION

Sync signature data directly from Entra ID

  • New hires get a signature the moment they’re provisioned
  • Departing employees’ signatures deactivate automatically
  • Dynamic fields pull name, title, and phone automatically
Azure integration concept

CROSS-DEVICE CONSISTENCY

Get identical signatures across every Outlook client

  • Covers Outlook desktop, web, mobile, and New Outlook for Windows
  • Same layout on Windows, Mac, iOS, and Android
  • No broken logos or missing content in client emails
outlook signature management for all types of devices, desktop and mobile
role-Based Access Control Management for company wide. Email Signatures

ROLE-BASED SIGNATURES

Assign different signatures by department or role

  • Legal gets their disclaimer, sales gets their campaign banner
  • Signatures update when someone changes roles or departments
  • Group-based assignment works with your Entra ID structure
role-Based Access Control Management for company wide. Email Signatures

Take control of email signatures

WiseStamp manages email signature so you don’t have to

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DEPLOYMENT OPTIONS

Deploy via Outlook Add-in, server-side injection, or both

  • Outlook Add-in: deploy from the Microsoft 365 admin center, no per-device installs
  • Server-side injection: signatures append automatically at the Microsoft 365 mail layer
  • Run both for compose-time preview and guaranteed cross-client coverage
server side vs client side email signature deployment
WiseStamp Office 365 email signature software integrations with Azure AD and Entra ID

WISESTAMP INTEGRATIONS

Work with your full Microsoft 365 stack

  • Microsoft 365, Azure Active Directory / Entra ID, and Microsoft Teams
  • Outlook desktop, web, mobile, and New Outlook for Windows
  • Salesforce, HubSpot, and open API for custom CRM workflows
WiseStamp Microsoft integration

ENTERPRISE-GRADE SECURITY

Pass security reviews without going back and forth

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

SSO blue icon

SSO (SAML) and SCIM provisioning for automated identity management

Audit blue icon

Audit logs with full change history for compliance reporting

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Email delivery is never blocked. WiseStamp has 99.9% uptime

The overall efficiency and time-saving aspects for IT administration are paramount. WiseStamp truly makes managing email signatures a seamless process, freeing up valuable IT resources.

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Soumen Garain
Senior IT & ERP Manager, Convenient Brands, LLC

TEAM CAPABILITIES

Give every team what they need to do their part

Give Marketing autonomy to design and update signatures

  • Full access to drag-and-drop signature design studio
  • Signature banner campaign scheduling with start and end dates
  • A/B test banners and CTAs across departments
  • Signature clicks and impressions analytics
Run email banner campaigns with email signature management software

NATIVE SOLUTION VS WISESTAMP

What does native Microsoft 365
signature management leave unsolved?

 CapabilityNative Microsoft 365 setupWiseStamp
Signature inserts below latest reply❌✅
Embedded images and logos❌✅
Visibility in Sent Items❌✅
Compose-time signature preview❌ (server-side only)✅ (Add-in)
Consistent across all Outlook clientsUnreliable✅
Auto-provision new hires from Entra IDManualAutomatic
Disclaimer enforcement by department❌✅
Marketing banners and click analytics❌✅ (Marketing Suite)
Audit trail and change history❌✅

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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Take control of your office 365 company email signatures

FAQ

An Office 365 signature manager is a tool that centrally deploys and controls email signatures across all Microsoft 365 mailboxes. Unlike native Microsoft 365 settings, a dedicated manager syncs employee data from Entra ID, enforces brand and compliance templates by department, and ensures consistent rendering across every Outlook client.

Microsoft 365 includes a native organization-wide signature option in the admin center, but it has well-documented limits. Signatures don’t appear below the latest reply, images can’t be embedded natively, and Roaming Signatures render inconsistently across Outlook clients. WiseStamp, used by 80,000+ companies, addresses these gaps with centralized deployment from Entra ID.

  1. Connect a dedicated tool such as WiseStamp to your Microsoft 365 tenant via API.
  2. Build templates in a visual drag-and-drop editor using Entra ID attributes.
  3. Assign templates to groups, departments, or roles.
  4. Deploy to all mailboxes. Updates propagate automatically across every Outlook client.

  1. Connect WiseStamp to your Microsoft 365 tenant and Entra ID.
  2. Build a signature template in the Signature Studio drag-and-drop editor.
  3. Assign templates to groups using your Entra ID structure.
  4. Deploy. Most Microsoft 365 tenants go live in under 30 minutes. No PowerShell or GPO required.

WiseStamp does not require software installation on individual employee devices. The Outlook Add-in deploys centrally from the Microsoft 365 admin center. Server-side injection appends signatures at the Microsoft 365 mail layer without any user-side action. Both deployment modes work without IT visiting individual machines.

Yes. WiseStamp connects to Microsoft 365 and Entra ID via API and has processed over 50 million signature deployments. Attributes including name, title, phone, and department are pulled automatically. When an employee’s role changes or a new hire joins, their signature provisions without any manual step from IT.

WiseStamp reads Entra ID attributes and maps them to dynamic fields in the signature template. Supported attributes include:

  • displayName
  • jobTitle
  • telephoneNumber
  • department
  • manager

Custom attributes and dynamic Entra ID groups are also supported. Fields update automatically when directory data changes.

Microsoft’s Roaming Signatures feature attempts device sync but renders inconsistently across Classic Outlook, New Outlook for Windows, Outlook on the Web, and Outlook mobile. Microsoft’s own support documentation acknowledges these gaps. A server-side or Add-in-based solution such as WiseStamp ensures the same signature appears regardless of which Outlook client is used.

WiseStamp uses Entra ID group structure to assign signatures by department, role, or directory attribute. Examples:

  • Legal teams receive required disclaimer text
  • Sales teams receive campaign banners
  • Executives receive title-specific signature layouts

When an employee changes roles, their WiseStamp signature updates automatically based on the updated Entra ID profile.

WiseStamp lets admins assign department-specific disclaimer text to every outgoing email. Supported disclosure types include HIPAA notices, GDPR disclosures, and confidentiality clauses. The WiseStamp audit log records which disclaimer was active for each user on any given date, supporting compliance evidence for audits.

When an employee is deprovisioned in Entra ID, WiseStamp deactivates the outgoing signature automatically. No manual IT step is required. The WiseStamp signature handoff feature adds a contact-redirect notice to remaining outbound mail from the departed employee’s mailbox.

Two deployment options are available in WiseStamp:

  • Outlook Add-in: deploys from the Microsoft 365 admin center, shows users their signature at compose time, no per-device install required
  • Server-side injection: appends signatures at the Microsoft 365 mail layer after send, covers all Outlook clients automatically

Most organizations run both for full coverage.

Yes. WiseStamp supports all major Outlook client versions:

  • Outlook desktop (Classic and New Outlook for Windows)
  • Outlook on the Web (OWA)
  • Outlook mobile (iOS and Android)

Server-side deployment works across all clients automatically. The Outlook Add-in is available for tenants that require compose-time signature preview.

WiseStamp operates as a signature layer, not a mail relay. Email delivery through Microsoft 365 is never interrupted during a WiseStamp outage. Server-side signatures may not append during the outage window. Add-in signatures are cached locally and typically remain available. WiseStamp targets 99.9% monthly uptime on Google Cloud infrastructure.

These are distinct capabilities. Electronic signatures (e-signatures) are legally binding digital approval mechanisms governed by standards such as eIDAS and ESIGN. Email signature management is the separate practice of appending contact details, branding, and disclaimers to outgoing email. Microsoft 365 does not include a dedicated email signature management tool.

Dedicated email signature management tools connect to Microsoft 365 via API and support Entra ID sync, Outlook Add-in deployment, and server-side injection. WiseStamp supports all Outlook clients (desktop, web, mobile, and New Outlook for Windows), holds SOC 2 Type II and ISO 27001 certifications, and deploys in under 30 minutes.