Email Signatures & Disclaimers | Signature Management

Centralised email signature and disclaimer management for Microsoft 365 and Exchange Online

Many organisations need consistent, compliant email footers across a mix of clients, devices and routing. Local control and user-managed signatures lead to variation and missed disclaimers.

Hornetsecurity's Email Signatures and Disclaimers centralises footer application with configurable policy rules so signatures and legal text are enforced at mail flow. That reduces manual checking and helps keep customer-facing messages consistent.

Where Email Signatures and Disclaimers is used

Apply role-based signatures for sales, support and professional services so contact details and branding are correct for each team.

Append regulatory or legal disclaimers for specific recipients or message types, and suppress or alter footers for internal-only traffic or automated messages.

Fits within these solutions

Email Signatures & Disclaimers

Suitable environments

Best suited to medium and large UK organisations with central IT or communications teams and cloud email platforms such as Microsoft 365 or Exchange Online; useful where staff are distributed and regulatory or legal text must be applied consistently.

Benefits

Ensure consistent email branding

Applies standardised signatures across all users and devices.

Centralise signature control

Eliminates the need for users to manage their own signatures.

Meet legal disclaimer requirements

Ensures required disclaimers are consistently applied to emails.

Increase marketing visibility

Uses email signatures as a channel for campaigns and announcements.

Reduce user error

Prevents inconsistencies and mistakes in manually created signatures.

Simplify signature management

Allows IT or marketing teams to manage signatures centrally.

Maintain professional communications

Ensures all outbound emails reflect a consistent and professional image.

Capabilities

Centralised signature management

Manages email signatures across the organisation from a single platform.

Automated signature application

Automatically applies signatures to outbound emails without user intervention.

Disclaimer management

Adds standardised legal disclaimers to emails based on defined policies.

Template-based signature design

Creates consistent, branded signatures using centrally managed templates.

Dynamic user data integration

Populates signatures with user-specific information from directory systems.

Marketing banner integration

Adds promotional content or campaigns to email signatures.

Microsoft 365 integration

Integrates with Microsoft 365 to apply signatures across Exchange Online environments.

Policy-based assignment

Applies different signatures and disclaimers based on users, departments or rules.

Applications

Standardise email signatures across the organisation

Used to ensure all users have consistent and branded email signatures.

Apply legal disclaimers to emails

Ensures required disclaimers are included in all outbound communications.

Centralise signature and disclaimer management

Allows IT or marketing teams to control signatures from a single platform.

Support marketing campaigns via email

Adds banners or messaging to signatures for promotions and announcements.

Ensure accurate user information in signatures

Automatically populates signatures with up-to-date user details.

Reduce manual signature management

Removes the need for users to create and maintain their own signatures.

Email Signatures and Disclaimers