DOCUNIZE
Demo
Email signatures for Outlook & Microsoft 365

Every email. One consistent signature.

Manage email signatures centrally and automatically provide up-to-date contact details, corporate design, and defined company information to your Outlook users.

Try for free nowExplore email signatures
Outlook & Microsoft 365
Central management
Automatic personalization
Role & department logic
The problem

When everyone maintains their own signature, many versions of your brand emerge.

A phone number changes, a logo is replaced, or a company detail needs updating—and suddenly numerous employees have to update their signature themselves.

Inconsistent signatures

Employees design or change signatures individually.

Result: Corporate design and structure differ from person to person.

Outdated contact details

Phone numbers, job titles, or company information are maintained manually.

Result: Old or incomplete details can continue to be sent.

High administrative effort

Changes must be communicated and implemented by employees themselves.

Result: Marketing and IT lose time on review and support.

Unused communication channel

Campaigns, events, or new offers are not systematically delivered via signatures.

Result: A regularly used customer touchpoint remains unused.

The solution

One central signature instead of many individual versions.

With DOCUNIZE you manage structure, corporate design, and central content of your Outlook signatures in one place and deploy them purposefully to your employees.

Up-to-date information. Automatically in every email.

Signature template
Design & placeholders
{{Vorname}} {{Nachname}}
{{Position}}
{{Telefon}} | {{E-Mail}}
YOUR LOGO
Employee data
e.g. from Azure Entra ID
Max Mustermann
Sales Director
+49 123 456 789
m.mustermann@muster.de
Department rules
e.g. Sales
Department: Sales
Additional line
“Shaping the future together.”
Campaign
e.g. current event
DOCUNIZE 365. Efficient. Consistent. Future-ready.
Campaign active
DOCUNIZE

Merge data. Fill placeholders. Deploy signature.

Used in the template, among others:

Placeholders
e.g. {{FirstName}}
Text snippets
e.g. greetings
Text modules
e.g. legal notices
Profile fields
e.g. job title, department
Automatically generated Outlook signature
New message
M
Max Mustermann
Sales Director · Muster GmbH
+49 123 456 789
m.mustermann@muster.de
www.muster.de
Muster GmbH · Musterstraße 1 · 12345 Musterstadt · Managing Directors: Erika Muster · HRB 12345
New product. Discover now.

Centrally maintained

Consistent company presence

Automatically personalized

Always up-to-date information

Targeted deployment

e.g. for teams, locations, or campaigns

Easy to integrate

Directly in Microsoft Outlook

How it works

How to manage your email signatures centrally.

01

Design the signature

Define layout, logo, company details, and other signature elements centrally.

02

Assign data and audiences

Use existing employee information and define which signature is intended for which users, teams, or departments.

03

Deploy signatures

DOCUNIZE deploys the intended signatures to the corresponding Outlook users.

04

Update centrally

Changes to design, details, or campaigns are made in one central place and deployed accordingly.

Brand communication

Your brand does not end at the bottom of an email.

Email signatures are among the most frequent digital touchpoints between employees, customers, and business partners. DOCUNIZE ensures this touchpoint stays consistently designed and centrally controllable.

Corporate Design
Up-to-date contact details
Company details
Marketing campaign
M
Max Mustermann
Sales Director · Muster GmbH
+49 123 456 789
m.mustermann@muster.de
www.muster.de
Muster GmbH · Musterstraße 1 · 12345 Musterstadt · Managing Directors: Erika Muster · HRB 12345
New: Our autumn campaign has launched
Signatures as a marketing channel

Place campaigns where customer contact happens every day.

Centrally add campaign banners to email signatures and control when and for which audiences they are visible.

  1. 1

    Create campaign

    Define period, banner, and content.

  2. 2

    Define audiences

    e.g. for departments, locations, or user groups.

  3. 3

    Deploy automatically

    The matching campaign is inserted centrally into the signature.

New message
To: kunde@beispiel.de
Subject: Our offer
M
Max Mustermann
Sales Director · Muster GmbH
+49 123 456 789
m.mustermann@muster.de
www.muster.de
New product. Discover now.
DOCUNIZE 365. Efficient. Consistent. Future-ready.
01.09. – 30.09.Trade fair / Event

Trade fair 2026: Hall 3, Booth B12

01.10. – 15.11.Product campaign

New: Product launch in October

DecemberHoliday campaign

Season's greetings from our team

Time-controlled campaigns

Prepare campaigns for defined periods and deploy them automatically.

Define audiences

Deploy banners for specific departments or user groups, for example.

Update centrally

Manage image, message, and campaign content in one place.

The everyday difference

Less manual maintenance. More consistency.

Without central signature management

  • Employees maintain signatures themselves
  • Different layouts and logos
  • Changes must be implemented individually
  • Outdated contact details can remain
  • Campaigns are hard to coordinate centrally

With DOCUNIZE

  • Central signature templates
  • Automatically personalized employee information
  • Consistent company presence
  • Central changes
  • Control campaigns in a targeted, time-based way
Email signatures in detail

Everything you need for centrally controlled Outlook signatures.

Central signature management

Manage layouts, company information, and central content from one shared environment.

Automatic personalization

Automatically insert names, job titles, and other employee information into signatures.

Department and user logic

Deploy different signatures purposefully for teams, roles, or employees.

Multiple signatures per user

Manage different signature variants for a user depending on the use case, if supported by the current DOCUNIZE configuration.

Campaign management

Design marketing banners centrally, schedule them, and deploy them purposefully.

Central updates

Maintain signature changes in one place instead of having employees update them individually.

Integration

Deployed directly for your Outlook users.

DOCUNIZE connects central signature management with your existing Microsoft 365 environment and uses existing user information for personalized deployment.

Azure Entra IDEmployee data
DOCUNIZESignature management
OutlookMicrosoft 365
MarketingSalesManagement

Use employee data

Existing user information can be used for personalized signatures.

Control users and groups

Deploy signatures based on roles, departments, or defined audiences.

Administer centrally

Manage signatures, rules, and campaigns from one shared DOCUNIZE environment.

OutlookMicrosoft 365Azure Entra IDRoles & groupsCloud-based
The benefits

Consistent email communication—without maintaining every signature individually.

When signatures are managed centrally, employees do not have to keep design, contact details, and campaigns up to date themselves. At the same time, marketing and IT gain more control over an important communication channel.

Protect brand presence

Provide consistent signature templates for your company communication.

Reduce administration

Organize changes centrally instead of user by user.

Keep data up to date

Use personalized information from centrally maintained data.

Activate campaigns

Use email signatures purposefully for time-controlled marketing communication.

FAQ

Frequently asked questions about email signature management.

Email signatures

Make every email a consistent brand presence.

In a personal demo we show you how DOCUNIZE centrally manages Outlook signatures, personalizes employee data, and deploys campaigns for your teams.

Try for free nowGet to know DOCUNIZEDOCUNIZE for Marketing & Brand Management