Signatures

Build central email signatures with an editor and ready-made templates, and choose them in Outlook.

The editor and templates

  1. Go to Admin → Signatures.
  2. Under Start with a template pick a design (Classic, Modern with logo, Compact or With disclaimer) and click Use this template. It opens in the editor.
  3. Edit freely in the Editor: bold, italic, links, images and text color via the toolbar.
  4. Insert placeholders (e.g. {{naam}}, {{functie}}, {{telefoon}}). They are filled in automatically per user; empty fields disappear.
  5. Decide who gets them — per sending domain, per user or per Microsoft 365 group — and click Save.
Besides the fixed fields you can create your own variables (e.g. a LinkedIn URL) and fill in their value per user.

In HeyOtto

HeyOtto automatically places the right signature under every draft reply it prepares — you don't have to do anything.

Choose in Outlook

With the HeyOtto add-in you choose your signature while composing an email:

  1. Install the HeyOtto add-in (see Connect your own app) or ask your admin to deploy it.
  2. Open a new message in Outlook and click in the toolbar on HeyOtto signature.
  3. Click Insert next to the signature you want. The Recommended is the same one HeyOtto places under your drafts.
  4. Turn on Automatic to place your recommended signature directly in a new message from now on.
Why via the add-in and not Outlook's own signature list? Microsoft offers no supported way to fill that list from outside. The add-in is the same approach CodeTwo and Exclaimer use, and works in the new Outlook and Outlook on the web.

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