Email Signatures

AdtoSign makes it easy to create professional, consistent email signatures for your entire organization. Design once, deploy everywhere.

Quick Start

New to AdtoSign? Follow these 3 steps:

1. Connect your directory — Go to Directory → Connections and link Microsoft 365, Google Workspace, Zoho, or Zimbra
2. Create a master signature — Use the drag-and-drop builder to design your template
3. Deploy — Push signatures to all users automatically via Deployment

How Signatures Work

Master Signature (template + sections + recipient scope)
        ↓
  User Directory (synced users with real field values)
        ↓
  Compiled User Signature (HTML ready for email client)
        ↓
  Transport Rule (auto-appends signature to outgoing email)

Master Signatures

A Master Signature defines the visual structure and rules for a group of users.

Creating a master signature

1. Go to Signatures in the sidebar
2. Click New Master Signature
3. Give it a name (e.g. "Sales Team — Global")
4. Use the Signature Builder to add sections

Signature sections

Drag and drop sections to build your layout:

Geographic scoping

A master signature can be scoped to specific regions so different offices get different designs:

• Global — applies to all users (default)
• Country — e.g. only US users
• State — e.g. only California users
• City — e.g. only New York users

When a user belongs to multiple scopes, the most specific (city → state → country → global) is used.

Recipient Scope

Recipient scope controls what the signature looks like depending on who receives the email — an internal colleague or an external contact.

Configuring Internal Trimmed

When you select Internal Trimmed, a section picker appears. Check the sections you want to keep for internal recipients. Everything else is stripped.

Example: Keep Name + Title + Contact for internal. Show full signature (including Banner and Legal) for external.

Banner in internal emails: To show a banner to internal recipients, toggle the Banner option in the internal field picker. You can then use an Internal Only banner for those emails.

Right-to-Left (RTL) Languages

AdtoSign automatically renders signatures right-to-left when the content is in an RTL script such as Arabic or Hebrew — no manual toggle required.

• Direction is detected per field from the actual text, so a signature can mix LTR and RTL content (e.g. an Arabic name with a Latin email address) and each field lays out correctly.
• The generated HTML emits dir="rtl" plus the matching inline styling, so it renders consistently across Gmail, Outlook (desktop & web), and Apple Mail.
• RTL is preserved through every delivery path — Outlook add-in, signature gateway, and native Exchange/Gmail/Zoho/Zimbra deployment.

No configuration is needed: just enter your content in the builder and the preview reflects the correct direction.

User Signatures

User signatures are automatically generated from the master template + the user's directory data.

Personal overrides

Users or admins can override specific fields per-user:

• Display name
• Title
• Custom phone
• Profile picture
• Any other section property

Previewing a user signature

1. Go to Signatures → Users tab
2. Find the user and click the preview icon
3. A live HTML preview renders with their real data

Deployment

Once your signature is ready, deploy it to your team's email clients.

Deployment Methods

Deploy to Office 365 (Recommended)

1. Go to Deployment in the sidebar
2. Select your master signature from the dropdown
3. Click Deploy Now
4. AdtoSign automatically creates Exchange transport rules
5. Signatures appear on all outgoing emails within minutes

Deploy to Google Workspace

1. Go to Deployment → Google Workspace
2. Select users or groups
3. Click Push to Gmail
4. Signatures are applied to each user's Gmail settings

Deploy via Outlook Add-in

1. Go to Deployment → Outlook Add-in
2. Download the manifest file or get the install URL
3. Install in your Microsoft 365 admin center
4. Users get the add-in automatically in Outlook desktop, web, and mobile

Manual Deployment

For users not on supported platforms:

1. Go to Signatures → Users
2. Find the user and click Copy HTML
3. Send them the HTML code to paste into their email client settings

Internal vs External Signatures

Control what recipients see based on whether they're inside or outside your organization.

Example Use Case:

• External emails → Full signature with logo, banner, legal disclaimer
• Internal emails → Simple version with just name and contact info

Setting Up Internal/External Variants

1. Edit your master signature
2. Change Recipient Scope to Internal Trimmed
3. In the Internal Fields section, select which parts to keep
4. Save and re-deploy

Both variants are managed as one master signature — no duplication needed.

Best Practices

Design Tips

• Keep it under 200px tall — Large signatures annoy recipients
• Use web-safe fonts — Arial, Georgia, Times work everywhere
• Test on mobile — 60%+ emails are read on phones
• Limit colors — Match your brand palette, max 2-3 colors
• Compress images — Keep logo under 50KB, banners under 100KB

Content Guidelines

• Legal compliance — Include required disclaimers (finance, legal, healthcare)
• Essential info only — Name, title, company, contact, logo
• Social links — Only if your company is active on those platforms
• Banner space — Reserve room for rotating campaign banners

Rollout Strategy

1. Start small — Pilot with 5-10 volunteers
2. Gather feedback — Ask about readability and completeness
3. Iterate — Adjust before full deployment
4. Monitor — Check analytics for clicks and engagement

Troubleshooting

Signature not appearing

Images not loading

• Check image URLs — Must be publicly accessible HTTPS
• File size — Keep images under 200KB
• Image format — Use JPG for photos, PNG for logos with transparency

Formatting looks wrong

• Email client differences — Outlook, Gmail, and Apple Mail render HTML differently
• Test on all platforms — Use the preview tool to see variations
• Avoid advanced CSS — Stick to basic HTML tables for layout

FAQ

Q: Can users edit their own signatures? A: Admins can allow users to override specific fields (phone, title). Full signature editing is restricted to admins to maintain brand consistency.

Q: How long does deployment take? A: Office 365 deployment is instant. Google Workspace takes 5-15 minutes. Outlook Add-in requires admin approval and can take up to 24 hours.

Q: Can we have different signatures for different departments? A: Yes! Create separate master signatures and assign users based on department, location, or role.

Q: What happens when someone leaves the company? A: When you deactivate a user in your directory, their signature stops being generated. No action needed in AdtoSign.

Q: Can I test signatures before deploying? A: Yes! Use the Preview feature to see exactly how signatures look for any user.