The Benefits of an Email Signature Management System

Exclaimer-Logo_For-Light-Background_1500x266It’s clear, now more than ever, that email has become the primary form of communication among businesses. It's no secret that small businesses face many challenges, including competing with larger companies, limited resources, and tight budgets. Fortunately, using an email signature management system can help small businesses overcome some of these challenges while providing a range of benefits. This system is one of those rare situations where a little bit of technology goes a long way. 

The following details what an email signature management system is, some of the benefits businesses can get from using one, and how it can give you an easy and affordable “leg up” on your competition. 

What is an email signature management system?

An email signature management system is a software solution that allows businesses to manage and standardize email signatures across their organization. It enables organizations to create, manage, and distribute email signatures to all employees quickly and easily, ensuring that everyone in the company has a consistent, professional email signature. 

Exclaimer ( is a cloud-based email signature management solution that allows businesses to create and manage email signatures centrally. It offers a range of features that enable businesses to create and distribute email signatures across all employees, including those using mobile devices. With Exclaimer, businesses can create personalized, professional email signatures that include the company's logo, social media links, and contact information. Additionally, it allows businesses to include marketing messages, disclaimers, and legal notices in their email signatures.


Some of the benefits of using an Email Signature Management System like Exclaimer include:

1. Consistent Branding

One of the key benefits of using Exclaimer is that it ensures consistency in branding across all email signatures. Small businesses can create a standardized email signature template that includes the company logo, contact information, and social media links. This ensures that every email sent by an employee represents the business in the same way, which reinforces brand recognition and builds trust with the recipient.

Email signature management solutions can be particularly useful for businesses with remote or distributed teams. By providing a standardized email signature template that can be applied to all employees, businesses can ensure that their brand is represented consistently regardless of where employees are working from. This can help to maintain a cohesive brand identity and build trust with customers, suppliers, and partners.

2. Saves Time

One of the biggest advantages of using an email signature management system is that it saves time. In traditional setups, creating and managing email signatures for all employees can be a time-consuming and error-prone process. However, with Exclaimer, businesses can create and distribute email signatures to all employees in just a few clicks. It eliminates the need for employees to create and manage their email signatures manually, allowing them to focus on their primary responsibilities.

3. Boosts Marketing Efforts

Businesses can use Exclaimer to turn every email into a marketing opportunity. By including links to the company's website, blog, or social media channels in the email signature, businesses can promote their products or services to a wider audience. This can help to drive traffic to the website and increase the chances of generating leads or sales. It also allows businesses to promote their latest products, services, or offers.

4. Increases Professionalism

An email signature that looks professional can make a big difference in how your business is perceived. With Exclaimer, small businesses can create email signatures that are visually appealing and include all the necessary information, such as the employee's name, job title, phone number, and email address. This makes the business look more professional and can help to establish trust with the recipient.

5. Increases Compliance

Many industries have regulations that require businesses to include specific information in their email signatures. For example, healthcare organizations may need to include HIPAA compliance statements, while financial institutions may need to include legal disclaimers. Exclaimer allows small businesses to create email signatures that comply with these regulations, reducing the risk of legal issues.

6. Allows for Personalization

Exclaimer allows businesses to personalize email signatures for each employee, which can help to build a stronger connection with the recipient. By including the employee's name, photo, and personal social media links, organizations can make the email feel more personal and friendly while still centrally managing everything to ensure consistency.

7. Centralized Control

Exclaimer provides organizations with centralized control over email signatures. This means that changes can be made to the email signature template in one place, and the changes will be reflected across all employees' email signatures. This ensures that all email signatures remain consistent and up-to-date.

8. Mobile-friendly

In today's mobile-first world, it's important that email signatures are optimized for mobile devices. Exclaimer ensures that email signatures are responsive and look great on any device, whether it's a desktop computer, tablet, or smartphone. This ensures that every email sent by an employee looks professional and is easy to read on any device.

9. Provides Analytics

Exclaimer provides small businesses with analytics that can help to measure the success of email signature campaigns. Businesses can track the number of clicks on links included in the email signature, the number of emails opened, and other metrics that can help to improve the effectiveness of email signature campaigns.


In addition, Exclaimer has a range of features that set it apart from other email signature management systems including:

1. Signature Designer: Exclaimer's signature designer is a drag-and-drop tool that allows users to easily create and customize email signatures. The designer provides a wide range of formatting and design options, including font styles, colors, images, and social media icons, making it easy for users to create a signature that reflects their brand.

2. Rules Engine: Exclaimer's rules engine allows users to apply different signatures to different groups of users or based on certain criteria, such as the sender's department or location. This feature enables businesses to ensure that each email signature is tailored to the individual sender and their context.

3. Campaigns: Exclaimer's campaign feature allows users to create and track email signature marketing campaigns. With this feature, businesses can include targeted call-to-actions in email signatures, such as links to product pages or promotional offers. The campaign feature also provides detailed analytics on the performance of each campaign, allowing businesses to measure the effectiveness of their email signature marketing efforts.

4. Signatures for Mobile Devices: Exclaimer's mobile signature feature ensures that email signatures are optimized for mobile devices. With this feature, businesses can create a separate mobile signature that is displayed only on mobile devices, ensuring that email signatures are easy to read and navigate on small screens.

5. Integrations: Exclaimer integrates with a wide range of email clients, including Microsoft Outlook, Gmail, Apple Mail, and Office 365. This means that businesses can use Exclaimer with their existing email client, without needing to switch to a new email platform. Exclaimer also integrates with other business tools, such as Active Directory and Salesforce, making it easy to manage email signatures across the business.



Overall, Exclaimer's range of features and integrations make it a powerful email signature management solution for businesses of all sizes and at the same time, it does this quite cost effectively. By providing a range of customization options, advanced features, and analytics, businesses leveraging Exclaimer gain a competitive edge by enhancing their email communications and building a strong, consistent brand identity. If this isn't something already in your technology stack, I highly recommend it!

Exclaimer-Partner-Silver_Logo_LightBackg_500x310Full disclosure: FPA uses Exclaimer to manage our email signatures. We have different signatures for internal emails (within the company) and external ones (the emails you get from us) and are able to control so many things centrally. Keep in mind - since it integrates with Microsoft 365 in real-time, no email from us ever goes out without a signature, regardless of what the email was created in - mobile phones, tablets, Outlook Web Access, or Outlook itself. It really does work like a charm.

What do you think? Has this info been helpful? Are you currently using or looking into using an Email Signature Management System? Please let us know if we can help or answer any questions you may have about one. Please let us know in the Comments box below or shoot me an email if you’d like to discuss this in more detail.

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Craig Pollack

Craig Pollack

Craig is the Founder & CEO of FPA Technology Services, Inc. Craig provides the strategy and direction for FPA, ensuring its clients, business owners, and key decision makers leverage technology as efficiently and effectively as possible. With over 30 years of experience building the preeminent IT Service Provider in the Southern California area, Craig is one of the area’s leading authorities on how small to mid-sized businesses can best leverage and secure their technology to achieve their business objectives.