Best Outlook email signature management Tools
We use Email Signatures at Actor and we’ve found out how important are those for businesses using Microsoft Exchange / Outlook Cloud.
Here’s our vendor-neutral guide to centrally managing Outlook email signatures across Microsoft 365 (cloud) and on-prem/hosted Exchange—with all the well-known options in one place, plus what each is best for.
| Option | Works with | How it adds signatures | Preview while composing | Shows in Sent Items | Typical use case |
|---|---|---|---|---|---|
| Microsoft 365 mail flow rules (“Apply disclaimers”) | M365 cloud, Exchange on-prem | Server-side transport rule | No | Depends (usually not inline client view) | Free, simple org-wide footer/legal text. (Microsoft Learn) |
| Outlook Roaming Signatures | Outlook for Microsoft 365 | Client-side (user’s mailbox settings sync) | Yes (per user) | Yes | Keep user’s own signature consistent across devices—not central governance. (Microsoft Support) |
| CodeTwo Email Signatures 365 | M365 cloud | Server-side, client-side add-in, or combo | Yes (with add-in) | Yes | Full-featured central control, campaigns, AD/Entra attributes. (www.codetwo.com) |
| Exclaimer for Microsoft 365 | M365 cloud | Server-side and/or client add-in | Yes (with add-in) | Yes | Enterprise standard; brand/compliance at scale. (Exclaimer) |
| Templafy Email Signature Server | M365 cloud | Server-side | No (server-side) | Yes | Signatures for any device/app via Exchange Online processing. (support.templafy.com) |
| Crossware Mail Signature | M365 cloud, Exchange on-prem | Server-side | No (server-side) | Yes | Long-standing server-side stamping incl. data-residency controls. (Crossware) |
| Symprex Signature 365 | M365 cloud (plus Exchange options) | Client-side, server-side, or combo | Yes (client-side) | Yes | Flexible modes; campaigns & analytics. (symprex.com) |
| Rocketseed | M365 cloud, Exchange on-prem/hybrid | Server-side (connectors) + add-in | No (server-side) | Yes | Marketing banners + central control; Azure-based for M365. (Rocket Seed) |
| Letsignit | M365 cloud | Client add-in (co-developed with Microsoft) + automation | Yes | Yes | Simple rollout via centralized add-in deployment; marketing banners. (letsignit.com) |
| Opensense | M365 cloud | Server-side + client tools | No (server-side) | Yes | Brand-governed signatures at scale; mobile coverage. (opensense.com) |
| Xink | M365 cloud (Exchange too) | Client add-in + server options | Yes (add-in) | Yes | Straightforward admin with Entra ID integration & shared mailboxes. (Xink) |
| Sigsync | M365 cloud (Exchange support docs) | Server-side + add-in | Add-in preview | Yes | Cost-effective, web-based central control. (SigSync) |
| WiseStamp (Teams) | M365 cloud | Outlook add-in (central deploy) | Yes | Yes | SMB-friendly centralized signatures via add-in. (support.wisestamp.com) |
| Newoldstamp | M365 cloud | Outlook add-in + admin portal | Yes | Yes | Simple template-driven central rollout. (Appsource – Business Apps) |
| Bybrand | M365 cloud | Admin portal, directory sync | Depends (client injection) | Yes | Budget-minded centralized manager for small teams/SMBs. (bybrand.io) |
| CodeTwo Email Signatures On-prem | Exchange Server SE/2019/2016 | Server-side (installed on Exchange) | No (server-side) | Yes | Full on-prem governance; advanced rules beyond native transport. (www.codetwo.com) |
How the built-in Microsoft options stack up
- Mail flow rules (“Apply disclaimers”)
Admin-center way to append org-wide text/images server-side. Great for basic legal footers; limited placement/formatting; no compose-time preview; images often as links; tricky with reply chains. Works in M365 and on-prem Exchange. Microsoft Learn - Outlook Roaming Signatures
Stores each user’s signatures in their mailbox so they roam across devices. Helpful for consistency, not central governance (marketing/campaigns/rules). Microsoft Support
When to use native only: very small orgs, legal text only, low branding requirements.
Choosing a third-party: server-side vs client-side vs combo
- Server-side stamping (e.g., CodeTwo, Exclaimer, Templafy, Crossware, Rocketseed, Opensense): signatures are added after send, so they work from any device (including mobile) and even non-Outlook clients. No compose-window preview unless the vendor also offers an add-in.
- Client-side add-ins (e.g., CodeTwo add-in, Letsignit add-in, Symprex client mode, Xink add-in, WiseStamp, Newoldstamp): users see the signature as they type; ideal for sender awareness and variants (languages, departments). Requires Outlook add-in deployment.
- Combo mode (many leaders support both): preview in compose + guaranteed server-side stamping for mobile/edge cases.
Tip: If you care about mobile and Sent Items visibility, prefer vendors that offer server-side processing with Sent Items Update and optionally a compose add-in for preview.
On-prem / hosted Exchange specifics
- You can use transport rules for disclaimers (like in M365). Microsoft Learn
- For richer control and templates, use on-prem tools such as CodeTwo Email Signatures On-prem; it supports Exchange Server SE, 2019, 2016 and hybrid.
- Crossware and Rocketseed also provide Exchange/hybrid support if you want marketing banners or Azure-hosted processing tied to Exchange connectors.
Vendor roundup
- CodeTwo Email Signatures 365 / On-prem – Enterprise feature depth; client-side preview add-in; advanced rules; on-prem edition for Exchange.
- Exclaimer – Large-scale, marketing-friendly campaigns; add-in + server modes; AppSource listing.
- Templafy Email Signature Server – Server-side stamping for any device via Exchange Online.
- Crossware Mail Signature – Azure-hosted processing; data residency choices; strong Exchange/M365 heritage.
- Symprex Signature 365 – Client-side & server-side modes; campaigns/analytics.
- Rocketseed – Server-side branding + marketing banners; M365 connectors; AppSource add-in benefits.
- Letsignit – Co-developed Outlook add-in for fast centralized deployment to users.
- Opensense – Server-side for M365 with strong brand governance and mobile coverage.
- Xink – Add-in and admin portal; Entra ID integration; shared mailbox support.
- Sigsync – Web-based central manager; server-side + add-in; budget-friendly.
- WiseStamp (Teams) – Centralized Outlook add-in deployment; SMB focus.
- Newoldstamp – Outlook add-in; easy templates & central rollout.
- Bybrand – Lightweight central manager; guides for M365/Exchange.
Decision guide
Here are some guidelines on how to decide which one you want to use.
- Need it to work on every device (incl. mobile) without user training?
Pick server-side (CodeTwo / Exclaimer / Templafy / Crossware / Rocketseed / Opensense). - Need users to see the signature while composing?
Choose a client add-in or a combo solution (CodeTwo add-in, Letsignit add-in, Symprex client mode, Xink, WiseStamp, Newoldstamp). - On-prem Exchange only?
Start with CodeTwo On-prem (or Crossware/Rocketseed for Exchange). - Just legal footers and you’re cost-sensitive?
Use Microsoft mail flow rules; accept formatting/placement limits. Microsoft Learn
Implementation checklist (cloud or on-prem)
- Pick your mode: server-side, client-side add-in, or combo.
- Directory data: map Entra ID/AD attributes (title, dept, phone). Most solutions merge these automatically.
- Connectors & rules (server-side): configure Exchange Online connectors/transport rules per vendor docs (e.g., Rocketseed shows a typical connector pattern).
- Add-in deployment (client-side): use Centralized Deployment from M365 admin for organization-wide rollout (e.g., Letsignit/WiseStamp).
- Sent Items & testing: verify signatures appear correctly in Sent Items and on mobile; many vendors support “sent items update.”
- Edge cases: shared mailboxes, aliases, language variants, internal vs external rules. (Most vendors support groups/conditions.)
- Governance: limit user edits; empower Marketing for banners/campaigns with approval flow.
Native how-tos & references
- Create organization-wide signatures/disclaimers in Microsoft 365 Admin / Exchange Admin. Microsoft Learn
- On-prem Exchange signature by transport rules. Microsoft Learn
- Outlook Roaming options (incl. signatures)—for per-user roaming, not central control. Microsoft Support
Bottom line
Maybe even shorter than the above guidelines:
- If you want set-and-forget, works everywhere, choose a server-side platform (CodeTwo, Exclaimer, Templafy, Crossware, Rocketseed, Opensense).
- If you want compose-time preview and simple rollout, choose an add-in-led tool (Letsignit, Symprex, Xink, WiseStamp, Newoldstamp)—or a combo from the leaders.
- For Exchange on-prem, use CodeTwo On-prem (or Crossware/Rocketseed) when transport rules are too limited.
While we at Actor can not recommend any of those, hopefully is a complete guide for you on how to choose the best solution provider to manage Outlook Email Signatures in a proper way.