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Automated email signatures

Professional email signatures in Microsoft 365

Consistent email signatures, employee data from Microsoft 365, central management and a simple subscription – always cheaper than complex platforms. We do not redirect mail through external servers, we do not process message content and we have no access to your emails.

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From 149 PLN Order for years Quick deployment
Signature active
Centrally managed
New message
Do: jan.kowalski@klient.pl
AK
Anna Kowalska

Sales Manager · Your Company Ltd.

📞 +48 22 123 45 67 ✉️ a.kowalska@firma.pl
Campaign banner Summer promotion – check the offer → Centrally managed advertising banner
100%consistency
1 minemployee effort
23+M365 attributes
☁️
Microsoft 365Native integration
🔑
Entra ID / Azure ADEmployee data from directory
📧
SecurityNothing leaves your M365
💳
Simple subscriptionNo hidden costs
Problem

Every employee pastes their signature differently

No consistent signature means no professional image. And manually setting up signatures on every computer is a waste of time.

😤

Signature chaos

Different fonts, no logo, outdated phone numbers. The company sends hundreds of emails a day – and each one looks different.

⏳

Manual setup for everyone

IT has to configure the signature separately: in Classic Outlook, New Outlook and in the browser. On every device.

🔄

Changes? Start over

New number, new title, new banner? Forget about quick changes. You have to go through every user.

How it works

3 steps to professional email signatures

Deployment takes 1–2 business days. Template individually customized for your company.

1

Domain & attribute audit

We check Entra ID attributes (Full name, Title, Business phone, Mobile phone, Company name, Email address and more) – and fill in the gaps.

2

Design & M365 rule

We create an HTML signature template and configure a mail rule in Microsoft 365. The signature is added server-side – automatically to every new message.

3

Done – it works

Every new outgoing email from an employee has a professional signature. Campaign banners and data are updated centrally – without employee involvement.

Benefits

What do you gain?

Order, image and one minute of effort from employees.

🎨

Consistent company image

Every email looks the same: same layout, colors, data. Professionalism from the first message.

⚡

Automatic data from Entra ID

Name, title, phone, department – populated automatically. A change in Microsoft 365 means an automatic change in the signature.

🖼️

Campaign banners

Centrally managed advertising banner lub informacyjny pod stopką. Zmiana jednego pliku – nowy baner u wszystkich.

📮

Shared mailboxes

We also support shared mailboxes. A separate signature for each mailbox – automatically for new messages.

🔒

No access to data

We do not install any software. We have no access to email content. We configure only a mail rule in Microsoft 365 / Exchange Online.

💰

Simple, low cost

Monthly subscription with no hidden fees. Cheaper and simpler than large signature management platforms.

Comparison

Why it makes sense

You do not need a complex platform. You need a professional signature – and someone to take care of it.

Recommended stopkamailowa.com Service for companies with 5–300 people
  • Mail stays in your tenantNo email leaves the Microsoft 365 infrastructure
  • No installation on employee devicesSignature added server-side by Microsoft 365
  • Deployment in 1–2 daysAttribute audit, HTML template, transport rule
  • 23+ Entra ID attributesDisplayName, Title, Phone, Department and more
  • Campaign bannersCentrally managed, change one file
  • Shared MailboxSeparate signature per shared mailbox
  • Minimal complexityYou tell us what you need – we configure it
VS
Overkill for SMBs Large platforms e.g. CodeTwo, Exclaimer
  • Mail through external serversEvery company email passes through the provider's infrastructure
  • Agent or add-inClient-side or server-side installation
  • Longer deploymentPanel configuration, testing, rollout
  • Directory attributesYes – supports data from Entra ID / Microsoft 365
  • Campaign bannersYes – built into the signature
  • Shared MailboxYes – supported
  • Complex admin panelOverkill for companies under 300 people
Pricing

Simple subscription, full service

Choose a package suited to your company size. Price includes deployment, template and maintenance.

Start
45 zł
/ month / net · up to 10 users

For small businesses that want a professional and automated signature.

  • ✔ HTML signature template
  • ✔ M365 data
  • ✔ Mail configuration
  • ✔ Static banner
  • ✔ Email support
Choose Start
Most popular
Business
4.5 zł
/ user / month / net · up to 100 users

For companies that want a consistent image and rotating campaign banners.

  • ✔ Everything from Start
  • ✔ Up to 3 templates (e.g. departments)
  • ✔ Rotating campaign banners
  • ✔ Shared Mailbox
  • ✔ Priority support
Choose Business
Enterprise
Quote
individual · 100+ users

For organizations with multiple domains and advanced requirements.

  • ✔ Everything from Business
  • ✔ Multiple domains
  • ✔ Dedicated templates
  • ✔ SLA NBD
  • ✔ Organizational onboarding
Request a quote
FAQ

Frequently asked questions

Do my emails pass through external servers?+
No. This is the key difference. Your mail never leaves your Microsoft 365 tenant. The signature is added by an Exchange Online mail rule — inside the Microsoft infrastructure you already have and trust. We do not redirect mail through external servers, we do not process message content and we have no access to your emails. Some signature platforms require routing all company mail through their own servers — meaning every email with customer data, quotes and invoices first goes to a third party. With us, that risk simply does not exist.
Where exactly is the signature added?+
For new messages the signature is added automatically server-side (Exchange Online). For replies and forwards, the employee copies the template and sets the signature in their Outlook.
Why don't I see the signature in the "Sent" folder?+
For new emails the signature is added by the mail server after the message is sent, not in Outlook. The copy in the "Sent" folder shows the version without the signature because Outlook doesn't "know" it yet. The recipient, however, sees the full, professional signature.
Is the signature added to replies and forwarded messages?+
The automatic signature applies to new messages. For replies and forwarded messages (RE:, FW:) the employee can insert the signature manually — just copy it once from a received message and set it in Outlook Signatures. We provide a simple guide.
What Microsoft 365 data is populated?+
We support over 23 attributes, including: Full name, First name, Last name, Title, Department, Company name, Business phone, Mobile phone, Address, City, Postal code, Email address and many more. Just fill in the data in Entra ID.
Do I need a special Microsoft 365 license?+
No. Exchange Online mail rules are available in every Microsoft 365 plan that includes Exchange Online — from Business Basic to Business Premium and E3/E5. You do not need an additional license.
Contact

See your new signature in 15 minutes

We'll show you what your company's signature will look like. We'll check the data in M365, propose a template and quote the deployment. No forms ‑ just 15 minutes or one e‑mail.

Book 15 min Send e‑mail 📞 +48 22 152 50 60
  • → See a signature visualization for your company
  • → Get a quote and deployment timeline
  • → Minimal employee involvement
Valcreon Sp. z o.o. Plac Europejski 2, 00-844 Warszawa