Managing signatures for Office 365 can be complex and needlessly tiresome – but we have made it easy.

The purpose of this blog post is to demystify some of the common questions relating to creating and using email signatures for Office 365. Let’s start by illustrating some of key ways to install, use, and leverage Xink:

You will see that though Xink can be used for all types of email clients, the manner in which it is deployed differs depending on the program. Email has become very complex, and as a result, it often creates a series of new questions for users. Typical questions related to managing email signatures for Office 365 include:

• Can we see the signatures when we compose the email?
• In which email programs can we see the signature?
• Which email programs are supported by Xink?
• Do we support mobile and how does it work?
• How about Outlook for Mac, does that work?
• And much more

Signatures for Office 365 – the Grand Overview

This chart is the essence of it all. There are many combinations and possible solutions, but this is how most of our customers manage email signatures for Office 365. Let me explain briefly what the three Xink services are:

Xink App for Windows or Mac: This is our primary app, which is installed either by yourself or centrally by IT. This installation allows your to see your signature in Outlook as you compose the email.

Xink Cloud Integration: In Xink’s web-based administration, you connect to your Office 365 account. From here, Xink sets the signature in ‘Outlook on the web.’ (You only need this integration if you use ‘Outlook on the web.’)

Xink Rerouting: This method involves rerouting emails through Xink Servers in Windows Azure. During this process, we replace the placeholder email signature with your custom email signature for Office 365, which is stored on Xink’s servers. This method is often used with mobile devices, as it allows us to handle any device, any OS, and any email app.

Of the three options, the easiest way to go about deploying custom email signatures for Office 365 is just to use rerouting for all applications. This works and is surprisingly easy to set up, but you miss out on a lot! What do you miss out on? The ability to see the signature as you compose the email. And ultimately, this is the essential and core mission of Xink – we want users to be able to see their signatures as they compose the email if it is possible. On mobile this is not possible in most email apps, but in desktop Outlook and on Outlook on the web, this is in fact possible! We support this fully, of course. (And this is why we don’t use Xink rerouting for all applications, even though we could.)

Here is a perfect example of the difference between using Xink for Windows (or Mac) and using rerouting – it’s clear which option provides users with the best email experience.

Xink for Windows and Mac on the left, Xink Rerouting on the right. Notice the lack of signature?

How to Read the Chart

Here are some interpretations of the chart:

• If you only use desktop Outlook with Office 365, you only need to install the Xink app; you don’t need further integration or to set up rerouting.
• If you only use ‘Outlook on the web’ with Office 365, you need only to set up the cloud integration. You don’t need to install the Xink app and you don’t need to set up rerouting.
• If you only use mobile devices with your Office 365 account, you only need to set up rerouting.
• If you use desktop Outlook and mobile devices, you need to install the Xink app and set up rerouting.
• If you use desktop Outlook, Outlook on the web, and mobile devices, you need to install the app, configure cloud integration, and set up rerouting.

Alternatively, you could simply set up rerouting for all applications, but again, if you opt for this method, you will miss out on being able to see your signature as you compose the email.

Here is another interpretation of the chart based on the apps you use.

We use Desktop Outlook and Outlook on the web…

Install the Xink app so that you can see your email signature as you compose the message in Outlook. To see the signature in ‘Outlook on the web’ while composing your email, you need to set up the Xink Integration as well.

Outlook + ‘Outlook on the web’ = Xink app install + cloud integration

We use Desktop Outlook and mobile devices…

To see your signature as you compose the email in Outlook, install the Xink app. Then, set up rerouting to support mobile devices. Remember though that you will not be able to see the signature as you compose the email on mobile devices. The reason for this is that all email apps live their own lives, and they do not integrate or sync with email signatures for Office 365. The end result is that you cannot see your signature as you compose the email. The good news is that with Xink rerouting, the recipient will see your signature, just where it’s supposed to be.

Outlook + mobile = Xink app install + rerouting

Again, you can use rerouting for Outlook on desktop too, but then you will not be able to see the signature while drafting your email. If this is not important to you, then you should choose rerouting exclusively for ease of setup.

So, when do we need to set up the cloud integration?

You need to set up Xink’s cloud integration only if you meet the criteria below:

1. You want to see your signature while composing your email; and
2. You are using ‘Outlook on the web.’

Simple as that!

For more answers to frequently asked questions, we encourage you to visit our FAQ page for Office 365.

Enjoy signatures for Office 365 – you will have happy users each and every day!

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