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Your organisation uses Signsync to manage email signatures. You don’t need to create or update your own signature: Signsync adds the right one for you.
Status: in development. Signsync is not live yet. This guide describes how it will work.

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What happens when you write an email

  1. You start a new message, a reply or a forward in Outlook.
  2. Signsync adds your signature to the message. This happens by itself; there is nothing to click.
  3. You can edit or delete the signature in that message like any other text. Your change affects only that message.
Outlook compose window: Signsync has added the signature below the message text. Signsync adds your signature as soon as you start writing. Illustration; screens may differ. Signsync adds one signature per message. If the message already has a Signsync signature, it doesn’t add another.

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Which signature you get

Your administrators decide which signature each person gets. It can depend on your team, your office or country, the mailbox you send from, the date (for example, a campaign banner for a few weeks) and whether you write a new message or a reply. Your signature can therefore change without you doing anything. Your name, job title, phone numbers and other details come from your organisation’s directory (Microsoft 365). If a detail is wrong, ask the person who maintains employee records or your IT helpdesk to correct it there. Signsync picks up the change within about an hour.

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Where it works

  • Outlook on the web
  • The new Outlook for Windows
  • Classic Outlook for Windows

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Turn off your old signature

If you set up your own signature in Outlook before, turn it off so you don’t get two signatures:
  • Outlook on the web and new Outlook: Settings → Accounts → Signatures, then set the default signatures for new messages and replies to (no signature).
  • Classic Outlook: File → Options → Mail → Signatures, then set New messages and Replies/forwards to (none).
Outlook signature settings with both default signatures set to (no signature). Set both default signatures to (no signature).

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The Signsync pane

The Signsync pane in Outlook explains whether a signature was added and why. The Signsync pane tells you whether a signature was added and why. Signsync also has a small pane in Outlook. If a signature didn’t appear, open the pane to see why. You never need it for everyday use.

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Your data

Signsync uses only the directory details that appear in signatures or that your administrators use to choose a signature. It does not read your email.