How-to guides

Signing upHow to start a Footer365 trial, choose a term, name your three contacts and get the Microsoft 365 setup link. Switching from another signature serviceThe order to move from another email signature product to Footer365 in, so nobody sends without a signature and nobody sends with two. Connecting Microsoft 365A walk through the setup wizard that connects Footer365 to your Microsoft 365 organisation, stage by stage, including choosing how signatures are added and what to do if a stage shows an error. Using the Outlook add-in onlyFooter365 can add signatures with the Outlook add-in alone, changing nothing in Exchange. What that signs and does not sign, how to choose it, and how to change your mind later. Granting the Exchange Administrator roleWhy Footer365 needs the Exchange Administrator role, how to grant it from the setup wizard or in the Microsoft Entra admin centre, and what to do if it does not work. Deploying the Outlook add-inHow to deploy the Footer365 add-in to Outlook from the Microsoft 365 admin centre, who to give it to, how long it takes and what your people will see. Choose how the Outlook add-in behaves for your peopleTurn the Outlook add-in's automatic signature, its signature picker and preferred signatures on for everyone, for the people you choose or for nobody, with anyone you except, on the Add-in settings page. Set the default compose fontHave Footer365 set the font your people's new messages start in, in Outlook on the web, on the mailboxes of everyone or of the people you choose, from the Add-in settings page. Keeping or turning off people's own Outlook signaturesWhether your people keep the signatures they made for themselves in Outlook, what turning them off does, and who can turn them back on. Updating your SPF recordWhy the portal asks you to update your domain's SPF record, how to make the change, and what to do if you already have one. Working with a resellerWhat it means when a reseller adds your organisation to Footer365, how to accept or turn them down, how much of your portal they can use, who provides the service, and how billing works. The Getting started pageA guide to the setup steps on the portal's Getting started page, what each one means and what its button does, and the card that shows how your organisation adds signatures.

Build a template with the wizardAnswer seven short questions and watch your signature take shape with your own details, then create it as an ordinary template you can change in the editor. Start from the template libraryBrowse ready-made signature designs by what they are for, narrow them by industry, shape and style, see them with your own details, and copy one into your own templates to customise. Managing your templatesCreate, activate, deactivate, duplicate and delete signature templates, and understand why a template in use by a rule is protected. Folders and who can use themGroup templates, signature rules, campaigns and disclaimers into folders, and give a team its own folder with its own View or Manage access. Using the signature editorFind your way around the drag-and-drop editor, add and arrange elements, set your brand colours, undo mistakes and save your changes. Brand kits and the image libraryKeep your colours, font and logos in one brand kit, link templates to it and change them all at once, and name your images in a library so one can be replaced everywhere. Web fontsUse your brand's own font from Google Fonts in your signatures, with a web-safe font behind it for the mail programs that do not load web fonts. Merge fields and empty fieldsWhich details a signature can show for each person, where each one comes from in Microsoft 365, and how Footer365 hides a field that someone has left empty. Show different content to different peopleGive a row of a signature versions for different departments, offices or groups, choose a logo per sender, and preview each version before it goes out. Logos, images and photosAdd your logo and other images to a signature, crop them as you upload them, add a handwritten sign-off, choose between embedding and hosting images, size them well, and show each person's photo. Social icons, WhatsApp, Teams, booking and QR codesAdd social network icons, a WhatsApp link, a Microsoft Teams chat or call link, a booking button and a QR code that opens a contact card, a web address or holds contact details to a signature, and understand where each one gets its details. Contact cardsGive everyone a contact card page with their details and a Save contact button, opened from a QR code or a link in their signature, and export each person's QR code for business cards. Show your latest posts in signaturesAdd your website's news feed on Developers > Integrations and the Social feed element to a template, so every signature shows your three latest posts as pictures that link to them, and what happens when the feed cannot be read. Meeting backgrounds for Teams and video callsDesign a branded background for Teams and other video calls, offer it to chosen people between dates, and let each person download their own copy with their name and job title from My signature. Upload a copy without names in the Teams admin center for everyone with Teams Premium. Snippets your people insert from OutlookSave the wording your people use again and again, such as a first reply to an enquiry or directions to the office, with the same merge fields as a signature. Choose who can use each one, and they insert it where the cursor is from the Snippets tab of the Outlook add-in. DisclaimersKeep your own list of disclaimers, each with its own wording, regional wordings and the senders, recipients and dates it applies to, and add them under every signature from one place. Let people choose their default signatureAllow people to pick, among the signatures their rules already give them, a default for new mail and one for replies, used in Outlook and on mail signed from phones, with rules you can fix so they always win. Dark mode and email client previewsCheck a signature before it goes out, with your own details, in recreations of Outlook and Apple Mail, on a phone-sized screen and in dark mode, and make your logo work on dark backgrounds. Drafts, publishing and approvalChange a template, disclaimer or running campaign without it going out until you publish it, compare the draft with what is live, publish it now or at a set time, and require someone else to approve changes first. Plain-text email and iPhone MailHow Footer365 makes sure email written in plain text, such as a new message from the Mail app on an iPhone, still carries your full signature, and how to change what happens for everyone or for particular people. Version historySee the last five saved versions of a template, preview any of them, put an earlier one back, or delete one you no longer need, and which versions Footer365 keeps as a record of what your email carried. Removing "Sent from my iPhone" linesFooter365 takes out the line a phone or mail app adds under the message, such as "Sent from my iPhone" or "Sent from Outlook for Android", so your signature takes its place. How it works and how to change it for everyone or for particular people. Add your signature to other mail appsCopy your Footer365 signature from your own My signature page and add it to Apple Mail on a Mac, Outlook 2016 or 2019, Mail on an iPhone or iPad, the Gmail app on Android, Outlook on a phone or Gmail in a browser. Earlier signatures and banners in long conversationsTake your organisation's own earlier campaign banners out of the quoted part of a reply, and keep, shorten or remove its earlier signatures, so a long conversation does not repeat them all the way down. Edit the HTMLUse the Advanced HTML box to save hand-written signature HTML instead of the drag-and-drop design, and understand what detaching a template from the visual editor means. Import a signature from another providerBring an existing signature across from Exclaimer, CodeTwo, Xink, Symprex or elsewhere as an HTML file or pasted HTML, with its images and merge fields converted. Import HTML into the editorBring a signature or a campaign banner you already have as HTML into the editor as rows and elements you can edit, from a file or pasted in, with anything unsafe removed or refused. Back up and restore your signaturesDownload every signature template, rule, campaign and disclaimer in your account as one zip file with its images, and add them back to this or another account.

Make a rule with the wizardAnswer five short questions to make a signature rule, choosing the template, who sends it, who receives it and where it goes in the order, without opening the full rule editor. How signature rules workRules decide which signature template each person gets. They are checked in priority order and the first rule that matches wins. Add a fallback rule so nobody goes withoutPut an All users rule at the bottom of your list so anyone not caught by a more specific rule still gets a signature. Target a rule by department, group or domainChoose who a rule applies to - everyone, named people, group members, an email domain, a department or a job title - then narrow it by any directory field and leave out named senders. Use different signatures for internal and external emailGive colleagues a short signature and customers the full one, and learn how Footer365 treats an email sent to both. Bcc signature matchingGive every copy of an email the external signature when anyone on To, Cc or Bcc is outside your organisation, and what it costs your internal mail. Rules for particular recipientsGive a signature to mail for particular customers, partners or countries, or keep a rule away from them, with lists of addresses, domains and wildcards. Keep lists of recipients to reuseName a set of addresses and domains once, such as your key accounts or your competitors, and choose it in any rule, disclaimer or campaign. Fill it from a CSV file, by typing, or from another system through the API. Run a rule on a scheduleUse a signature only on certain dates, days or hours, such as a holiday closure every Christmas or an out-of-hours signature in the evenings. Use a different signature for repliesSend your full signature on new emails and a short one on replies, using two rules and the Email type setting. Delegates, Send As and Send on BehalfChoose whose signature goes on email that someone sends from a shared mailbox or another person's mailbox, for Send As and Send on Behalf, for the whole organisation or for particular mailboxes. Message keywordsLet your people type a short code such as #nosig in a subject to leave the signature off one message, sign it with a different template or leave out the campaign banner. The code is removed before the message is delivered. Test which rule someone will getUse Test a rule to see which rule and template a person would get for an email to particular recipients at a particular time, and why each rule above it was passed over. Pilot with a small group firstRoll signatures out to a small test group, check the results, then switch them on for everyone with an All users rule.

Build a campaign with the wizardAnswer seven short questions to turn one of the ready-made banner designs into a running campaign, with your own words and link, without opening the editor. Create a banner campaignDesign a time-limited banner that goes out with your staff signatures, starting from a blank canvas or a ready-made layout. Banner historySee the last five saved versions of a campaign banner, preview any of them, put an earlier one back, or delete one you no longer need, and which versions Footer365 keeps as a record of what your email carried. Schedule and target a campaignSet when a campaign runs, understand its status, choose which signature rules carry the banner, and narrow it by recipient, sender and time of day. How the campaign banner is sentWhy a banner carries one link, what the character measurement means, how to write the image description, and how the Outlook add-in sends it. A/B test two bannersSend two versions of a campaign banner, split per sender, per email, per recipient domain or at random, see which gets more clicks, and keep the better one. Run several campaigns on one emailSet the running order that decides which campaign banners an email carries, allow up to three banners on one email, and keep a notice that must not compete on its own. Rotate several bannersShare several campaign banners out across the same email, evenly or by weight, with each banner keeping its own clicks and report. Tracked links and safety checksHow banner links are tracked, how to stop counting a campaign's clicks, how Footer365 checks them with Google Web Risk, and what happens when a link is flagged as unsafe. Use your own domain for tracked linksPut every tracked banner, signature and survey link on an address of your own, such as links.contoso.com, through your own forwarder or set up by Footer365, with the steps for each way of hosting it. Tag campaign links for your web analytics (UTM)Add UTM tags to a campaign's links so visits from signature banners show up as a campaign in Google Analytics or your own web analytics, including when Footer365 is not counting the campaign's clicks. Read the campaign reportWhat each figure and card on a campaign's report means, including clicks by department, by day and hour, and by country, why scanner clicks are left out, what Not counted means, how to count image loads, and how to export the clicks as a CSV file. Click data and privacyWhat Footer365 records when someone clicks a campaign banner or a counted signature link, or answers a survey, how to turn click tracking off for your whole organisation, how to choose how long the personal details are kept, what allowing image loads to be counted means, and how recipients can stop banners. One-click surveys, polls and ratingsAsk recipients to rate a sender's service or answer a quick poll with one click in the signature, and read the answers by option, person, department and day.

How directory sync worksWhat Footer365 reads from your Microsoft 365 directory, how often it checks for changes, and how to run a sync yourself. Shared mailboxes and seatsWhich accounts count as seats on your subscription, and why shared mailboxes get signatures without being charged for. Upload signature photosUpload a person's signature photo, or many at once as a ZIP, choose whether photos come from Microsoft 365, and stop Microsoft 365 photos being used. Attribute mappingUse the Exchange custom attributes to give each person their own LinkedIn, X, pronouns or other link in their signature. Add your own signature fieldsAdd fields Microsoft 365 does not hold, such as working hours, pronouns or a booking link, or read fields your organisation added to Entra ID, give each a type and a default, and use them in templates and rules. Fill in details Microsoft 365 does not holdAdd signature details that are empty in Microsoft 365, such as a distribution group's phone number, or correct ones it holds, from a spreadsheet. Keep details up to date from a fileHave Footer365 read a CSV or JSON file at a web address on a schedule, such as your HR system's report, and keep people's signature details up to date. Let staff edit their own detailsTurn on staff self-service so people can correct and add their own signature details in Outlook and on the web, within limits you set, with your approval where you want it. Set automatic replies for your peopleTurn on Out of office to see every mailbox's automatic reply in one list, and set, schedule and turn off replies for people and shared mailboxes from templates with their own details filled in. Fix wrong or missing detailsFind where a name, job title, phone number or link in a signature comes from, and put it right.

The dashboardWhat each card on the Footer365 dashboard tells you, and where to go from it. Analytics and signature coverageSee how much of your email carries a signature, which mailboxes are sending without one, and how your campaigns, signature links and QR codes are doing. Coverage: who sends with their signatureSee everyone who sends mail, whether the Outlook add-in or Footer365's mail flow signed it, which Outlook and add-in version they use, why any of their mail went unsigned, and when your organisation sends mail. Have reports emailed to youGet Analytics, Coverage, a campaign's report or a survey's results by email every Monday or on the 1st of each month, and a survey's low scores the morning after they come in. Count clicks on your signature's linksTurn on click counting for a template's own links, such as its website, social icons and booking button, choose which links count, and read the template's report. The audit logSee who changed what in your Footer365 account, and when, and who in your organisation can see the audit log.

Give colleagues access to the portalLet other people in your organisation sign in to the Footer365 portal, one at a time or through a Microsoft 365 group. Choose how much of the portal you seeSwitch between the Simple, Advanced and Developer views of the portal, and set the view each person and each new person starts in. The Welcome step, the portal tour and the setup guideWhat you see when you first sign in to the portal, the setup guide that walks you through each step to your first live signature, the short tour of the portal, and how to turn them on or off for yourself or someone else. Early access pages and featuresWhat the Early access mark means, why some pages are not in your portal yet, and how to report a problem with a page in early access. Roles and permissionsWhat each built-in role can do in the Footer365 portal, and how to create a custom role of your own. Limit an administrator to part of the organisationLet someone manage the signatures of one subsidiary, brand or department without seeing anyone else's, by giving them a scope, with a worked example for a company with two subsidiaries. Automatic access for Exchange AdministratorsLet anyone with the Exchange Administrator role in Microsoft 365 sign in to Footer365 without being added by hand. Reseller accessDecide whether the reseller who looks after your Footer365 account can open your portal and work in it for you.

Create and revoke API keysMake a key that lets your own systems, such as an HR system or a script, use the Footer365 API, choose what it may do, and revoke it when it is no longer needed. Send events to your systems with webhooksAdd an address Footer365 posts to when a person's details change, a template is published, a campaign starts or ends or someone clicks a campaign banner, check each post came from Footer365, and follow its deliveries. Send campaign clicks to HubSpotConnect HubSpot so each human click on a campaign banner is written as a note on the company the message went to, by the recipient's organisation domain, never their address, and what to do when a domain is not matched or the connection is lost.

Choose how your CRM or app sends its mailWhich of the two ways to send an app's mail so that Footer365 signs it suits your app, why connecting a Microsoft 365 mailbox comes first, why a connector into Exchange Online is the last resort, and what neither way can sign. Approve an app's access in Microsoft 365The three ways to approve a CRM's or other app's access to your Microsoft 365 mailboxes, who can do each, how to see what an app has been given and take it away, and what Microsoft changed about consent in 2026. Limit which mailboxes an app can send asHow to use RBAC for Applications in Exchange Online so an app that holds the Mail.Send application permission can send only as the mailboxes you choose, with the PowerShell steps in order and how to test them. Turn on SMTP sign-in for one mailbox, and what changes in December 2026How to switch on Authenticated SMTP (SMTP AUTH) for a single Microsoft 365 mailbox that an app signs in to, the settings the app needs, and the change Microsoft has announced for Basic authentication at the end of December 2026. Exchange Web Services is being switched offWhat Microsoft's switch-off of Exchange Web Services (EWS) from October 2026 means for a CRM or other app that connects to your mailboxes, how to find the apps that use it, and what to choose instead. Last resort: a connector to Exchange OnlineWhen an app that cannot connect a Microsoft 365 mailbox can instead hand its mail to Exchange Online through a connector of your own, Microsoft's warnings about doing it for a service hosted by someone else or from an address other customers share, and what Footer365 needs for the mail to be signed. SalesforceUse Salesforce's Send through Gmail or Office 365 so the email your people send from Salesforce goes through their Microsoft 365 mailbox and is signed, why Email Relay to Exchange Online is a dead end, and which Salesforce email is never signed. HubSpotConnect each person's Microsoft 365 inbox to HubSpot so their one-to-one email and sequences go through their own mailbox and are signed, how to approve HubSpot in Microsoft 365, and which HubSpot email is never signed. Microsoft Dynamics 365 SalesUse server-side synchronization with Exchange Online so the email your people send from Dynamics 365 goes through their own mailbox and is signed, the approval Dynamics asks for, what sequences and "send as another user" need, and why Customer Insights - Journeys email is not signed. Zendesk SupportConnect a Microsoft 365 mailbox to Zendesk Support with its Microsoft Exchange connector so ticket email goes through your mailbox and is signed, why a shared mailbox needs converting first, and why Zendesk Sell is on its way out. FreshsalesConnect each person's Microsoft 365 mailbox to Freshsales with its Microsoft Outlook option so their email goes through the mailbox and is signed, why mail over the connected mailbox's daily limit is not, and why not to pick the EWS option. SugarCRMRegister an app for Sugar in your own Microsoft 365 tenant and connect Sugar's Microsoft connector so the email your people send from Sugar goes through their Microsoft 365 mailboxes and is signed, with the permission for each Sugar version. CloseConnect each person's Microsoft 365 account to Close with SMTP and IMAP turned on, so the email they send from Close goes through their own mailbox and is signed, how to get past the Administrator approval required screen, and how Close's own signature setting fits. Zoho CRMConnect each person's Microsoft 365 mailbox to Zoho CRM with Email Configuration so the email they send from Zoho goes through their mailbox and is signed, why Authenticated SMTP must be on, and why mass email and Email Relay mail are not signed. PipedriveConnect each person's Microsoft 365 mailbox to Pipedrive with Email sync so the email they send from Pipedrive can go through their mailbox and be signed, how to get past Microsoft's administrator approval, why not to pick the EWS option, and why Campaigns email is not signed. OutreachConnect each person's Microsoft 365 mailbox to Outreach with its Office 365 OAuth option so the email they send goes through their own mailbox and is signed, which Microsoft permissions Outreach asks for, and why not to pick the EWS connection. FreshdeskConnect a Microsoft 365 mailbox as a Freshdesk support email so ticket replies go through it and are signed, what happens to an address on your own domain that Freshdesk sends from its own server, and the 90-day token renewal. Help ScoutUse Help Scout's Send with Outlook (Microsoft 365 OAuth) so replies go through a full Microsoft 365 user mailbox and are signed, the two-person approval Microsoft needs, and why a shared mailbox is not covered. ServiceNowConnect ServiceNow's outbound email account to Microsoft 365 with SMTP OAuth2 and the client credential flow so the email it sends goes through your mailbox and is signed, the Microsoft steps in order, and why the application can send as only the mailboxes you give it. NutshellConnect your Microsoft 365 mailbox to Nutshell with its two-way email sync so the email you send from Nutshell can go through your mailbox and be signed, and why the SMTP option with a user name and password is the weaker choice. CopperWhat Copper's own documentation says about sending email with Microsoft 365, why Copper has no Microsoft 365 connection to sign, and how to get Footer365's signature on email you write in Outlook. BullhornWhat Bullhorn's own documentation says about its Microsoft 365 Exchange integration, why a journaling rule that copies Outlook mail to Bullhorn is not a way for Bullhorn to send mail, and how mail written in Outlook is signed. InsightlyWhat Insightly's own documentation says about sending email with Microsoft 365, how email written in Outlook with the Insightly sidebar is signed, and why the pages read do not describe Insightly sending through your mailbox. KeapWhat Keap's own documentation says about Microsoft 365, that its Outlook email sync brings email into Keap and is not described as sending through your mailbox, and how mail written in Outlook is signed.

Your free trialWhen the trial starts, how long it lasts, the reminders you will get, and what happens when it ends with or without a payment card. The switching offerHow to claim up to 4 months free, including your trial, when you move to Footer365 from another email signature product, how the free months come off your invoices, and what cancelling costs. Your payment cardAdd or update the card Footer365 charges for your monthly invoice, and what happens when it is about to expire. Invoices and VATFind, download and print your Footer365 invoices, understand each status, and see how VAT is worked out. Refer a companyShare your own link. A company that signs up through it gets its first paid month free, and you get a share of what it pays in its first year as credit on your invoices. Export invoices to XeroDownload the invoices Footer365 raised to you in a month as a file you can import into Xero as bills. Missed paymentsWhat happens when a card payment fails, when Footer365 tries again, and how signatures pause while your email keeps flowing. Renewing a committed termWhat happens when a 12, 24 or 36-month term ends, how its seats are counted again, the renewal notice and its prices, the agreements the new term is governed by, and how to renew on another term or monthly. Cancel your subscriptionHow to cancel a trial, a monthly subscription or a committed term, what you still pay, and what happens on your last day. Moving to another resellerWhat happens when another reseller asks to look after your Footer365 account, how to approve or decline it, when you move, and how billing is shared between the two. Company settingsKeep your company name, contacts, address, VAT details and accounting export up to date, and see who held each contact role over time. Your agreements and how changes to them workHow Footer365 tells you an agreement is changing, how to read and accept the change, how to object to it and what happens then, and what is recorded.