Centralized Management of Signatures with Docugate Email Signatures

How can email signatures be managed centrally in Outlook?

Thanks to Docugate, all email signatures are managed centrally. Changes only need to be made once and are then available to all employees.

Whether it’s a new company address, a changed phone number, or the latest marketing banner: your signatures remain up-to-date and consistent at all times. Design is done directly in Microsoft Word. This allows you to flexibly create signatures using tables, colors, images, and links without having to rely on a separate web editor. As a central signature manager, Docugate ensures that the appropriate signatures are available directly in Outlook.

outdated addresses or phone numbers

different signatures within the company

significant effort required for changes and campaigns

missing marketing or informational banners

inconsistent corporate design

unnecessary administrative burden on employees

Your Company's Address

Phone number and website

Logo and Corporate Design

Employees' Names and Positions

personal contact information

Marketing Banner

Signatures for New Emails

Notifications of Absence

Less effort

Changes are made centrally rather than individually for each employee.

Consistent Brand Image

All employees communicate in accordance with your company's corporate identity.

Signature provided automatically

The appropriate Outlook signature is automatically generated based on the stored data and rules.

Easy Management

Signatures and text blocks can be managed even without in-depth IT knowledge.

Additional Marketing Channel

You can use any email for campaigns, notifications, or upcoming events.

Integration with Microsoft Entra ID

By integrating with Microsoft Entra ID, signatures can be managed more easily, more consistently, and using up-to-date user data.

Using Outlook Signatures for marketing campaigns

Email signatures aren’t just a mandatory part of business communication. They can also be used as an additional communication and marketing channel.

In practice, however, campaign banners are often inserted manually into Outlook signatures, updated too late, or not removed after the campaign ends. This leads to outdated information, unnecessary effort, and an inconsistent brand image.

With Docugate email signatures, marketing campaigns can be managed centrally and activated or deactivated on a scheduled basis. This ensures that the right message appears in Outlook signatures at the right time—without employees having to update their signatures themselves.

Read the blog post on this topic

Who is Docugate Email Signatures designed for?

This solution is ideal for companies that

want to use signatures as a marketing channel
have multiple employees or locations
want to centrally manage their Outlook signatures
want to consistently implement their corporate design
want to centrally provide reusable text blocks
Want to manage changes efficiently and centrally
use Microsoft 365 or Office 365 with Outlook

Personal advice

Lucca Rusconi is your contact person for all questions relating to Docugate, template management, document creation and email signatures. With his broad expertise and many years of experience, he supports you in finding a solution that truly fits your requirements. Together with you, he analyses your situation, presents suitable options and supports you throughout the implementation. Please feel free to get in touch – Lucca looks forward to hearing from you.

Get in Touch

Lucca Rusconi
Sales & Customer Success Manager

Telefon: 041 226 50 73
E-Mail: lucca.rusconi@leuchterag.ch

How can I manage Outlook signatures centrally?

With Docugate, you can manage all your Outlook signatures centrally in one place. Changes to contact information, logos, banners, or legal notices only need to be made once and are then available to all employees. This eliminates the need to manually update each individual signature.

Can I automatically update my Outlook signature?

Yes. If, for example, the company address, phone number, or other company information changes, these details can be updated centrally. The updated information is then reflected in the corresponding signatures. This ensures that your Outlook signatures are always up to date.

Can I include marketing banners in email signatures?

Yes. With Docugate, you can centrally manage banners for marketing and communication purposes. For example, you can use them to highlight new products, events, job openings, or a company relocation. Banners can be updated at any time and made available company-wide.

Can different signatures be used for new emails, replies, or out-of-office messages?

Yes. With Docugate, you can define different signature templates. For example, new emails can include a detailed signature, while replies or out-of-office messages automatically use a different version.

Can I make changes to the signatures myself?

Yes. Management is centralized and can be handled by your company's template administrator. If desired, the Docugate ServiceDesk can also assist you with customizations or setting up new signatures.

What types of companies are Docugate email signatures suitable for?

Docugate is particularly well-suited for companies that use Microsoft 365 or Office 365 and Outlook. The solution is ideal for organizations with multiple employees or locations that want to centrally manage their Outlook signatures while also using them as a marketing channel.

Can text blocks also be managed centrally?

Yes. In addition to email signatures, recurring text blocks can also be made available centrally. This allows employees to access approved and up-to-date wording at any time—for example, in sales, support, or customer service.