How to setup Signature 365

Use this guide to connect Signature 365 to Microsoft 365, choose how signatures are inserted, and prepare Outlook deployment.

Before you begin

Review these related articles before you start the setup wizard:

• Signature 365 required permissions
• Signature 365 system requirements
• What is the difference between client-side and server-side signatures?

Create your account

If you have not already created a Signature 365 account, follow these simple steps:

Go to https://app.signature365.com and click Start my free trial in the upper right corner.

If you would like to use your Microsoft 365 account to sign in with SSO, click the Register with Microsoft 365 button. Otherwise, enter your details and click the Register button

You have now created your Signature 365 account and the Signature 365 dashboard will show in your browser.

What is required to configure integration with Microsoft 365?

To configure integration with your Microsoft 365 tenant you will need:

1. Global Administrator credentials for your Microsoft 365 tenant. For the full list of consent prompts used during setup, see Signature 365 required permissions.
2. A mail-enabled security group in Exchange Online if you want to limit Signature 365 to specific users. We suggest using this option when trialling the service.
3. Access to your domain provider to update the SPF record for your domain if you are using server-side injection. See How to update the Sender Policy Framework (SPF) record.
4. A plan for how users will receive signatures in Outlook. For more background, see How Outlook client-side signatures work and How Microsoft 365 server-side signatures work.

You can also update the configuration settings after the initial configuration is complete.

You are now ready to set up the integration with your email platform.

Configure integration with Microsoft 365

Open the setup wizard by clicking Setup under Finish setting up your account in the dashboard or select Integrations > Microsoft 365 > Enable.

The next screen details the steps you will complete as part of the setup process. Click Next to proceed.

You will now select the method you will use to insert signatures into your emails.

Client-side will insert signatures as the email is composed, and does not route any email through the Signature 365 service. This requires the Signature 365 add-in for Outlook or the classic Signature 365 Agent to be installed for the user.

Server-side will route all email for included users through the Signature 365 service, and insert signatures into all sent email from any device. Signatures are inserted after the email is sent and sent items are updated accordingly.

Both is the recommended configuration and will insert signatures as the email is composed when using Outlook. Only emails sent from other email clients will be processed server-side to have a signature inserted.

Select the method you wish to use and click Next to proceed.

The next screen details the permissions that are required by Signature 365 to access Entra ID in order to import your users. Click the Authorise button to start this process and sign in using a Global Administrator account.

Review the requested permissions and click Accept to continue.

You will now be able to select the users and attributes you want to import into Signature 365. You can choose to import all users from Entra ID, or specific groups of users via mail-enabled security groups. We suggest importing specific groups to manage users that have access to Signature 365.

Click the Add Group button to select the groups you want to import, and click Next to continue.

The following screen will check the SPF record for your domain - if you are using server-side signatures, you must configure your SPF records to prevent emails routed through Signature 365 being potentially marked as spam. You can read more about this by clicking Read more about adding SPF records.

Either update your SPF records and click Check again once the SPF record is updated, or click Continue if you wish to add this to your SPF record at a later time. This will prompt you with an alert if this is not completed.

If you are using Server-side injection, the next screen will configure the mail flow rule used to route emails to the Signature 365 servers.

If you specified a mail-enabled security group when importing users, you must set Handle emails from users in a specific group to ensure that only mail from users with access to Signature 365 is sent to our servers.

The setup wizard is now ready to setup the integration with Microsoft 365. To do this Signature 365 will create a Send Connector, Receive Connector and Transport Rule in your Microsoft 365 tenant. Signature 365 can do this for you automatically, or you can perform a manual setup using a PowerShell script.

We recommend you click Automated setup to complete integration.

The following screen details the permissions that are being requested on your Microsoft 365 tenant. Review these and click Accept. We recommend selecting Consent on behalf of your organization.

Following authorization, Signature 365 will complete the steps required to integrate with your tenant. When the process has completed you will be able to click Next to proceed.

Signature 365 can update sent items for emails that are sent using server-side signatures. This requires permission to read and write to all mailboxes on your domain.

You can choose to Skip or Authorise this function. Selecting Authorise requires your Global Administrator account.

The following screen details the permissions that are being requested. Click Accept to grant them and continue.

Once this is complete, a page will be displayed explaining how to install the Signature 365 add-in for Outlook. After you review the page, click Complete setup to continue, then click Go to dashboard.

Your Microsoft 365 tenant is now configured to integrate with Signature 365. Users and groups will be imported every hour. If you selected the option to apply signatures to email from all devices, including mobiles, email will be routed through Signature 365 for signature injection and then returned to your Microsoft 365 tenant for delivery.

You can now upload images for your signatures, create templates, and create rules to assign your signatures to users and groups.

Install the Signature 365 add-in for Outlook

The Signature 365 Outlook add-in allows you to preview the signatures that will be added to emails by the Signature 365 service. The add-in is easy to deploy through the Microsoft 365 Admin Center and works in Outlook 365 on Windows, Outlook on Mac, and Outlook on the web.

How to install the Outlook add-in

Install the Outlook Classic Agent for Outlook 2016/2019/2021

Due to limitations imposed by Microsoft, the Outlook add-in is not compatible with perpetually licenced versions of the Outlook desktop client.

Use the Outlook Classic Agent for these versions.

How to install the Outlook (Classic) agent

Sent Items update

If you are using server-side injection, Signature 365 can update the sent item so the sender sees the message with the injected signature.

Enabling this option requires full read and write access to all mailboxes on your Exchange Online tenant. This is only required if you are using server-side injection.

For more information about how this feature works, see How Microsoft 365 server-side signatures work. If you use shared or delegated mailboxes, also review Using Sent Items update does not work when sending on behalf of another user.

Next steps

• Getting started with the template editor
• Applying signatures to users and groups
• How Microsoft 365 server-side signatures work