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Email signatures may seem like a small detail, but they can have a major impact when set up properly across your organization.
Email signatures shape your company’s brand, provide key contact details, and even serve as a marketing tool across your most important communication channel. But when employees manage their own signatures, the result is often chaos.
Example of a correctly implemented company signature:
Now, an image-only signature has been implemented incorrectly. Here’s how it looks in Gmail.
No less bad, a simple signature, with text only.
Things like different fonts, outdated information, broken links, and missing disclaimers are only too common without remote signature management. This problem only grows with a remote or distributed workforce.
Updating signatures manually for every employee is a time-consuming nightmare. That’s why using the right remote email signature solution is so important.
With the right platform, businesses can take full control of all signatures, ensuring every email looks professional, consistent, and on-brand.
Here’s what you need to know about getting this right.
Why control employee email signatures remotely?
Controlling employee email signatures remotely offers several advantages for businesses.
Manual signature management frequently results in inconsistencies, outdated information, and overlooked marketing opportunities. In contrast, centralized email signature management ensures uniformity across all communications, simplifies organization-wide updates, and more.
Maintain brand consistency
Controlling employee email signatures remotely is essential for any business that wants to maintain a professional and consistent brand image.
When employees create new signatures manually, you often end up with a mix of different fonts, colors, and layouts. Inconsistency like this makes your email communication look unprofessional. It also dilutes your company’s brand identity.
Here is an example of an email signature with brand colors:
If left to the employee, the signature can easily be created incorrectly.
By using an email signature manager, businesses can standardize email signatures across the entire organization, which means every message sent aligns with the brand’s guidelines.
Effortless updates
A major advantage of remote email signature control is being able to update your entire organization’s email signatures quickly and effortlessly. Whether it’s adding promotional banners for a new marketing campaign or adjusting legal disclaimers for compliance, centralized management lets you implement signature updates for every single employee in just a few clicks.
This means all employee details, contact information, and marketing messages stay up to date without needing individual users to modify their own signatures.
Enhanced marketing
From a marketing perspective, professional email signatures are a powerful marketing tool. With a centralized system, your marketing team can manage email signatures to include call-to-action banners, social media icons, and website links.
Example of a signature with a marketing banner:
Instead of relying on employees to manually update their signatures, businesses can roll out email signature campaigns instantly and ensure consistent branding across all email clients and mobile devices.
Legal compliance
Legal compliance is another important reason for managing email signatures remotely. Many industries require specific legal disclaimers to be included in email communication.
Example of a signature with a disclaimer section:
With a remote email signature solution, you can make sure that disclaimers are added properly and maintained across all employees’ signatures. This eliminates the risk of employees forgetting or modifying the necessary legal text, keeping the company protected from compliance issues.
Easy integration
Using email signature software integrated with Google Workspace or Office 365 makes signature management seamless.
IT teams or administrators can create email signature templates, apply them to specific users or user groups, and control the signatures across the entire organization from a single platform.
It’s the easiest way to always include the essential details in a professional, standardized format.
How remote email signature management works
With the right platform, managing employee email signatures remotely is easy. Instead of relying on employees to update their own signatures manually, businesses can use a centralized signature management solution to handle everything from one dashboard.
Bybrand integrates with Google Workspace and Microsoft 365 to automate email signature management across organizations.
The platform simplifies creating consistent signatures, whether for standardization, promotions, or legal requirements.
You can easily manage signatures for different departments and users, making it ideal for marketing campaigns and regular updates.
With that in mind, here’s how Bybrand works for different systems:
For Google Workspace
Bybrand offers a seamless integration with Google Workspace, which allows administrators to manage signatures centrally through the Google Admin Console. This is an enormous time-saver, as the signature manager can automatically populate information from Google directly into each employee’s email signature.
Video tutorial:
Instead of updating each signature manually, you can update the email signature of any Gmail user in just one click. This eliminates the need for complex tutorials or manual installations. Not only is it convenient, but this approach also ensures absolute accuracy and consistency across the organization.
With this Google Workspace integration, businesses can automatically synchronize employee details from the Google active directory. Things like profile photos, job titles, and contact information will always be up to date in every email signature.
If an employee’s details change in Google Workspace, Bybrand updates the signature automatically, ensuring accurate information without any extra effort.
Another advantage of using Bybrand with Google Workspace is that it allows you to handle multiple domains and alias addresses.
Useful tutorials:
- Sync user data between G Workspace and Bybrand
- Signatures profile photo from Google Directory user’s
Many businesses operate under multiple brands or use secondary email addresses for different purposes. Bybrand allows administrators to create email signatures that accommodate these variations without needing to manage multiple signature templates separately.
The integration also supports bulk updates, making it easy to implement company-wide email signatures. So, if you need to add a new call-to-action banner, update legal disclaimers, or change the company logo, everything can be done centrally. This ensures everything remains consistent.
And if you want to use separate signature templates for different teams (like sales, marketing, and customer success), you can easily control this through Bybrand and populate the information from Google.
For Microsoft 365
If your company uses Microsoft 365, you can also take advantage of Bybrand’s centralized email signature solution.
Bybrand lets administrators deploy professional email signatures across Microsoft 365 accounts instead of manual pasting. This ensures consistency throughout your organization.
While Microsoft 365 signature setup normally requires complex Exchange Server configuration, Bybrand offers a simple interface for quick updates and department-specific signatures.
The integration works across all email clients and devices, maintaining signature consistency whether sending from Outlook or mobile. Dynamic signatures automatically pull employee information from Microsoft 365, keeping details current without manual updates.
Useful tutorials:
- Creating an HTML Signature with Exchange Online Variables
- Adding a company-wide email signature in Microsoft 365
You can also create dynamic email signatures using variables. Administrators can automatically pull employee details like names, titles, and phone numbers from the Microsoft 365 directory. This means each signature remains accurate without requiring employees to update their own information.
For other email platforms
If your business doesn’t use a major platform like Microsoft or Google, there are still ways that you can manage and ensure consistent signatures using Bybrand.
For businesses using email services that don’t have native integration, Bybrand also offers a bulk email signature sending feature. This allows companies to send pre-designed signatures to employees, who can then apply them manually to their email clients.
Video tutorial:
While this method requires employees to copy and paste their signatures, it still ensures consistency by providing a standardized format for everyone to use.
This feature is particularly useful for businesses using platforms like GoDaddy, ProtonMail, Zoom Mail, HostGator, and Zoho Mail. These services may not offer built-in signature management, but Bybrand’s bulk-send option ensures that employees receive their professional email signatures via email, along with easy-to-follow instructions on how to apply them.
Useful tutorials:
- Change Email Signature in Apple Mail on Mac
- HTML Signature for HubSpot
- Video: Adding a professional email signature in GoDaddy Webmail;
- Video: Adding HTML Email Signature in eM Client
With the bulk-send feature, you can also maintain multiple signature templates for different teams or departments.
Administrators can create varying signature templates based on specific job roles, ensuring that employees have the most relevant information in their signatures. For companies that want to add department-specific marketing banners or call-to-action buttons in their email signatures, this feature makes it a seamless process.
Even without direct integration, businesses can still maintain complete control over their email signatures and ensure consistent branding across all email communication.
Conclusion
Remote email signature management is important for any business that would like to maintain a unified brand image. Not only does centralize email signature management software help you keep things consistent, but it also saves a lot of time and reduces the risk of branding and communication errors.
By using centralized email signature templates and dashboards like Bybrand, you can streamline the process of creating, updating, and managing signatures across whatever email platform your business uses.
No matter the platform, you’ll ensure consistent email signatures across your entire organization while saving time and maintaining brand consistency. Bybrand makes this process easy, allowing you to focus on growth without worrying about inconsistent or outdated email signatures.
Create your first email signature with Bybrand
Bybrand offers the ability to generate, administer, and distribute essential email signatures for your employees.