We just launched the Bybrand Outlook Add-in

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Companies using Microsoft 365 send thousands of emails every day. Each message represents a point of contact with customers, partners, and suppliers. Yet, in many organizations, email signatures are still configured manually by each employee.

The result is typical: visual inconsistency, outdated data, and a loss of control over how the company appears in email communications.

To solve this problem, we are launching the Bybrand Outlook Add-in—a component that connects centralized signature management to the actual experience of sending emails in Outlook.

With it, the company’s official signature is available in Outlook the moment the user writes an email.

Who is this product for

The Outlook Add-in was created primarily for organizations that use the Microsoft ecosystem. It is especially useful for:

Companies using Microsoft 365

Organizations that rely on Outlook for customer communication, support, sales, and operations.

IT managers and IT administrators

Professionals responsible for maintaining corporate standards and reducing the operational effort of manual configuration.

Microsoft 365 / Exchange administrators

Teams that manage identity, users, and communication policies within the Microsoft environment.

Office 365 / Outlook administrators

Professionals responsible for ensuring users have the correct email signature without relying on individual configuration.

What the Bybrand Outlook Add-in does

The Outlook Add-in is a plugin that works within Outlook and allows users to quickly insert the company’s official email signature when composing a new message. Once installed, the add-in appears in Outlook and opens a side panel within the email composition window.

In this panel, the employee can:

• View available signatures
• Insert the correct signature into the email with a single click
• Use standardized signatures managed by the company

All signatures are created and managed in advance on the Bybrand platform, ensuring consistency across the entire organization.

Why does this matter now?

Email remains the workhorse of business communication. Even as new collaboration tools proliferate, customer conversations still default to the inbox. Despite this, many organizations still face common challenges:

Manually created signatures

Employees often copy old templates or create their own versions of the signature.

This leads to:

• Visual inconsistency
• Broken layouts
• Incomplete information

Outdated information

Changes in job title, phone number, or department are rarely updated across all signatures.

This can cause:

• Confusion for customers
• Loss of credibility
• Incorrect contact information

Lack of consistency across teams

Each department may use a different version of the signature.

The result is communication that fails to convey brand unity.

High operational effort

Without a centralized solution, IT teams must:

• Send configuration instructions
• Manually review signatures
• Respond to support tickets

Difficulty implementing changes

Updating a banner or campaign in an HTML signature may require contacting dozens or hundreds of employees. Bybrand’s Outlook Add-in was created precisely to solve these problems.

It connects HTML signature management to the actual email-sending experience.

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How it works in practice

The add-in is simple to use for both administrators and end users. Watch the video on installation by an administrator, a complete guide here.

1. The company creates the signatures

The administrator creates signatures within the Bybrand platform. These email signatures may include:

• Employee data
• Images and logo
• Marketing banners
• Links and social media
• Dynamic fields (name, title, phone number, etc.)

2. Employees are registered or imported

Users can be added to Bybrand via:

• CSV import
• Integration
• Manual registration

The registered email address must match the email address used in Outlook. In the future, we will be able to import users from Microsoft 365 (Microsoft Entra ID)

3. The administrator installs the add-in

The add-in can be installed in the Microsoft 365 environment using a manifest.xml file.

After deployment, the add-in becomes available in users’ Outlook.

4. The user opens a new email

When an employee creates a new message in Outlook, the default signature is loaded into the email body. They can also open the Bybrand Email Signature panel to view all available signatures.

5. Inserting the signature with one click

To use the signature, simply click Insert Signature. The signature is automatically added to the email body.

The user can then continue writing the message as usual.

Key use cases

The Bybrand Outlook Add-in is useful for different teams that work with email daily.

Sales teams

Sales teams send many emails to leads and customers. With the add-in, you can ensure that all messages include:

• Professional signature
• Up-to-date contact information
• Links to meetings or sales pages

This improves communication consistency and strengthens the brand.

Teams that use CRM and email

Many companies use Outlook with CRM for customer communication. In these cases, the signature must always be correct and standardized.

The add-in ensures that:

• The official signature is always available
• Employee data is consistent
• The company maintains a professional image in every email sent

Organizations with many employees

Larger companies face greater difficulty in maintaining consistent signatures.

With the add-in, you can:

• Centralize management
• Avoid manual configurations
• Ensure that everyone uses the same standard

Conclusion

Every email sent by a company is an opportunity to reinforce the brand and convey professionalism. Bybrand’s Outlook Add-in connects centralized signature management to the actual email-sending workflow in Outlook.

The result is a solution that helps companies reduce operational effort and ensure consistency across the entire organization.

All of this directly within the environment that teams already use daily.