Microsoft 365 email signatures, managed for your whole team
Deploy professional, on-brand email signatures to every Outlook mailbox in your organization. One dashboard, deployed from your Microsoft 365 admin center, applied automatically everywhere Outlook runs.
Microsoft 365's built-in signature options aren't enough for teams
Outlook lets each employee set their own signature, so everyone formats it differently and details go stale. The alternative, a server-side disclaimer through Exchange mail flow rules, gets appended after sending, barely personalizes, and often turns your logo into an attachment.
Firma gives admins central control. You design the signature, deploy the add-in from your Microsoft 365 admin center, and every Outlook mailbox gets a real, branded signature, whether you have 5 employees or 500.
Without Firma
- ✕ Each employee sets their own Outlook signature manually
- ✕ Server-side disclaimers aren't visible while composing
- ✕ Logos arrive as attachments and branding looks broken
- ✕ New hires fall through the cracks without a signature
With Firma
- Admin designs and deploys the signature once
- Applies automatically in every Outlook mailbox
- Consistent, properly rendered branding on every email
- New hires get their signature on day one
Everything you need for Microsoft 365 email signature management
A complete signature manager built for how Microsoft 365 admins actually run Outlook across their organization.
Deploy from your Microsoft 365 admin center
Push the Firma Outlook add-in to your organization from the Microsoft 365 admin center. No per-person setup, no chasing employees to paste a signature.
Applies across every Outlook
Once deployed, signatures apply automatically in Outlook on Windows, Mac, the web, and mobile. Every mailbox gets the right signature.
Update once, everyone updates
Change a logo, title, or disclaimer in Firma and it propagates to your whole company. No employee action required.
Admin-controlled, no signature drift
Admins set the signature, employees use it. No more mismatched fonts, outdated phone numbers, or people editing their own footer.
Per-team signature templates
Sales, support, and leadership can each have their own template while sharing the same logo and brand colors.
Renders cleanly in Outlook
Firma signatures are built and tested to display correctly in Outlook, with logos and images that show up instead of arriving as attachments.
Firma vs. Microsoft 365's built-in signature options
Outlook can hold a per-user signature and Exchange can append a disclaimer. Real signature management, personalized, branded, and centrally controlled, takes more.
| Microsoft 365 built-in | Firma | |
|---|---|---|
| Deploy to every mailbox centrally | Server-side disclaimer only | Admin deploys to every Outlook |
| Signature shows while composing | ✕ | In every new email and reply |
| Personalized per employee | Directory attributes only | Name, title & phone auto-filled |
| Logos & images render (not attachments) | Often break as attachments | Tested to render in Outlook |
| Per-team / per-department signatures | ✕ | Different signature per team |
| Update once, apply org-wide | Edit transport rules | Change once, everywhere updates |
| New hires get a signature automatically | ✕ | Applied on day one |
| Marketing banners & campaigns | ✕ | Schedule & target banners |
| Setup | Exchange mail flow rules | Deploy add-in from admin center |
Dig into the details on the Outlook email signatures page, or compare Firma vs. CodeTwo.
Set up Microsoft 365 signatures in three steps
No developer needed. Deploy once from the admin center, and Outlook does the rest.
Design your signature
Use Firma's editor to build a professional signature with your logo, brand colors, contact details, and social links. Start from a template or build from scratch.
Deploy the Firma add-in
From your Microsoft 365 admin center, deploy the Firma Outlook add-in to the users or groups you choose. Individuals can also install it themselves in a couple of clicks.
Signatures apply automatically
The right signature appears in Outlook on desktop, web, and mobile for everyone you deployed to. Update it later from Firma and the change rolls out automatically.
Microsoft 365 email signatures: FAQ
Common questions about managing signatures in Microsoft 365 and Outlook.
Super easy to use
"I found a really nice template and made a few small tweaks to match our branding. It was super easy to set up, and then I installed it for my whole team. Now everyone has the signature I wanted without them having to do anything. Totally recommend it!"
Sebastián Wilson Founder & CEO, Ok to ShopReady to manage Microsoft 365 signatures the right way?
Deploy from your admin center. Free plan available. No credit card required.
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