Consistent email signatures for Microsoft 365 with CodeTwo
Set it once, centrally, and it appears under every email from every device: what consistent signatures with CodeTwo achieve, how it works and what it costs, with a price calculator.
Every email that leaves your organisation carries a signature. In many organisations it looks different for everyone: outdated phone numbers, missing mandatory details, misaligned logos, and none at all on mobile. With CodeTwo Email Signatures 365 you define the signature once, centrally, and it appears automatically under every email, from every device, with each employee’s current details.
What consistent email signatures achieve
Every email looks the same, with your organisation’s logo, colours and font, no matter who writes it.
Name, job title and extension come from Microsoft 365. New employees have the right signature from day one.
Legal form, registered office, registry court and managing directors appear in every business email, as the law requires.
Even emails from the mail app on a smartphone get the full signature, without anything being set up there.
A banner for a trade fair or a new service appears under all emails for a set period and then disappears by itself.
Marketing can maintain the design and banners themselves, without administrator rights in Microsoft 365.
All employees are supposed to update their signature in Outlook and on their phone. Weeks later, the old number still appears in every third email.
The number is changed once in the template. From the next email on it is correct for everyone, on every device.
How CodeTwo works
CodeTwo Email Signatures 365 is a service for Microsoft 365. In cloud mode, each email briefly passes through CodeTwo after being sent and receives its signature there. The email then continues to the recipient. That is why it works with every device and every mail app.
- Emailfrom Outlook, a phone or a tablet
- Exchange Onlineyour Microsoft 365
- CodeTwoadds the signature
- Recipientsees the full signature
If you want to see and adjust the signature while writing, you can also use CodeTwo’s Outlook add-in. It is deployed centrally through Microsoft 365 and works in Outlook for Windows, Mac, on the web and on iOS and Android. Both approaches can be combined.
Deep diveData protection and security
CodeTwo says Email Signatures 365 is the only signature solution certified by Microsoft. It was developed in line with ISO 27001 and ISO 27018. You choose where the settings are stored yourself. With the Azure region “Germany West Central”, the data stays in Germany. This is the region I recommend. Emails are not stored.
What CodeTwo costs
CodeTwo is billed per user, with a minimum of ten licences. All features are included, as are support and updates. Paying yearly is around ten per cent cheaper than paying monthly.
For context: I am a CodeTwo reseller, supply the licences and take care of setup, template design and ongoing maintenance. CodeTwo can be tested free of charge for 14 days.
How I proceed
- Check the datacomplete job title, phone and department in Microsoft 365
- Design the templatein line with your corporate design, with mandatory details
- Test with a few peopleon all devices and with your mail filter
- Switch on for everyoneremove old signatures in Outlookautomatic from here
Frequently asked questions
Does this also work on a smartphone?
Yes. In cloud mode every email gets the signature, regardless of which device or app it comes from. Nothing needs to be set up on the phone.
What happens with replies and forwards?
CodeTwo places the signature directly below the new message, not at the end of the entire thread. A shorter signature can be set for replies.
Which mandatory details belong in the signature?
For a German GmbH, this includes the legal form, registered office, registry court, commercial register number and all managing directors. Registered merchants need the company name, registered office, registry court and register number. This also applies to emails. The exact details are best clarified with your tax adviser or legal adviser; I then implement them in the template.
Sources
- Features, security, storage location: CodeTwo – Email Signatures 365 (as of October 2026)
- Prices and licensing: CodeTwo – price list Email Signatures 365 (as of 30 October 2026)
- Mandatory details: § 35a GmbHG, § 37a HGB (German law, as of October 2026)
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