Managing Email Signatures and Disclaimers

    Exclaimer

    So, you’re in marketing and you want brand impressions and campaign awareness from your corporate email? Or maybe you’re in legal and you want compliant disclaimed email? Or perhaps you’re in HR and you want to promote internal initiatives and ensure everyone’s job titles and contact details go out with every email?

    Exclaimer Signature Manager and Mail Disclaimers both address your needs, but which one should you choose?

     

    SOLUTION 1 –  Exclaimer Signature Manager is all about easing the design and deployment of Microsoft Outlook signatures. If you can do it with Outlook signatures, then you can do it faster and more easily with Signature Manager.

    Great:

     

    • You can see the signature while you’re writing your email.
    • You can select from a choice of signatures.
    • Fonts and formats can be centrally controlled.
    • You can have different signatures for replies and forwards.

     

        Considerations:

         

        • You can modify your signature, mail format or font while writing your emails.
        • Your signature goes where Outlook puts it. You can’t for example have banners at the top of the mail.
        • Your signature automatically goes on every mail – it doesn’t matter who you’re sending to.
        • OWA signatures have a size limit.
        • Emails sent from BlackBerrys, pads or smartphones cannot be processed.

         

            SOLUTION  2 – Mail Disclaimers operates as a transport agent on your Microsoft Exchange 2010 or 2007 server and that’s what drives the good and the not so good:

            Great:

             

            • You can’t change the signature or disclaimer while writing the email.
            • You can process mails differently depending on where they’re going or even what the subject, body or mail headers contain – so you can process incoming email, internal emails or emails sent to specific groups or departments differently.
            • vCards can be created and added automatically, digital business cards that put your contact details and photo ID directly into a recipient’s address book with a click
            • Branding elements, signatures and disclaimers can go anywhere on the email so you can have headers and messages at the top of emails.
            • Emails sent from OWA, BlackBerrys, pads or smartphones are properly processed.

             

            Considerations:

             

            • You can’t see what the email will look like when you’re writing it – although you can see what was sent by checking your sent items.
            • You need Microsoft Exchange 2007 or 2010.
            • There is a small but inevitable processing overhead on your Exchange servers.
            • If some of your people want to manually select a template for a specific job, you’ll have to set up a subject condition that triggers when they put a key word or phrase in the subject – if they remember!