The COVID-19 pandemic of 2020 has completely changed how many of us work. With many employees working from home more than ever before, companies across the world have had to embrace remote working practices. In this webinar, Microsoft MVP+RD Christian Buckley (@buckleyplanet) joins Exclaimer Product Owner, Bradley Shepard, to take a look at the world of remote working and how email signature management in Microsoft 365 (formerly Office 365) is now more critical than ever. Christian and Brad discuss the growth of M365 and impacts of the shift to WFH, and outline the business need for and benefits of centralized email signature management. You can watch the webinar on-demand at https://www.brighttalk.com/webcast/17912/453397

1. Microsoft 365
Email Signature
Management
in the Age of
Remote Working

2. TODAY’S AGENDA
Christian Buckley
CEO/Microsoft MVP
CollabTalk
Bradley Shepard
Product Owner
Exclaimer
• The growth of Microsoft 365 and the impact of remote working
throughout 2020
• Defining email signatures in a remote working context and the
benefits they can bring for an organization
• The difficulties that come from managing email signatures in
Microsoft 365
• The benefits offered by using a centralized third-party solution
• Conclusion
• Q&A

3. • In April 2020, Microsoft reported 75
million Daily Active Users (DAU) for
Microsoft Teams1
• In October, Microsoft reported 115
million DAU for Teams, a 53% jump in
6-months1
• In July 2018, Microsoft reported more
than 400 million users of Outlook.com2
• In April 2019, Microsoft claimed more
than 100 million Outlook app users on
iOS and Android3
• In November 2020, Microsoft 365
(Office 365) had more than 1,000,000
companies worldwide using the
platform, with more than 650,000 in
the US alone using the software 4
MICROSOFT 365 CONTINUES TO GROW
Microsoft is seeing unprecedented growth during COVID
3
1 https://venturebeat.com/2020/10/27/microsoft-teams-passes-115-million-daily-active-users/
2 https://www.theverge.com/2018/7/25/17611358/microsoft-outlook-com-dark-mode-theme-available
3 https://twitter.com/fxshaw/status/1121166033954295809
4 https://www.statista.com/statistics/983321/worldwide-office-365-user-numbers-by-country/
FY21 Q1 results for Productivity and Business Processes (source: Microsoft)

4. In July 2020, Microsoft shared
the results of their second
Work Trend Index, which
showed:
• Remote meeting fatigue is real
• Remote collaboration is
challenging
• Transitioning back to the office will
be difficult
• The pandemic increased burnout
at work – in some countries more
than others
• Six months in there are more
communications and fewer
boundaries
• No commute may be hurting, not
helping, remote worker productivity
AND YET EMPLOYEES ARE STRUGGLING
Studies are showing that the WFH struggle is real
4
https://www.microsoft.com/en-us/microsoft-365/work-productivity-trends-report

5. • 3.9 billion email users
worldwide
• Predicted growth rate
over the next four years
is 3% annually
• 100 million additional
users a year
• 4.3 billion email users
by 2023
(Source: Radicati)
294 billion emails
• 294 billion emails are sent
daily
• Predicted growth rate over
the next four years is 4.5%
annually
• Additional 13 billion emails
sent yearly
• This will rise to 347 billion
by 2023
(Sources: Statista)
3.9 billion users 121 emails daily
• Average office worker
receives 121 emails a day
• 30-35 emails are sent from
an average business email
account daily
• Email users hit the send
button 3.5 million times each
second in 2019
• 49% of users check work
emails every few hours
(Sources: DMR 90, Radicati)
IS THE DEATH OF EMAIL NEAR?
Not according to these stats…

6. In a recent Exclaimer white paper, the company
shared how email signatures can provide
business value and help bolster WFH
strategies:
• Present a consistent brand identity
• Use a cost-effective marketing channel
• Engage and empower your employees
• Maintain and improve customer satisfaction
LEVERAGING EMAIL SIGNATURES
How email signatures can have an immediate impact on WFH
6Download “Microsoft 365 Email Signature Management in the Age of Remote Working”

7. • Deliver your brand consistently every time
• Centrally manage email signatures wherever you are
• Provide important updates to customers and employees
more quickly
• Marketing can take control over email signature
updates; IT can work on keeping your infrastructure
running
• Changes can be made quickly and in real time
• Significantly reduces strain and dependency on IT
resources
• Reduce inconvenience, inconsistency, lack of flexibility,
loss of credibility, and human error
EMAIL SIGNATURE SOLUTIONS
Get total control over corporate email signatures
7

8. WHO IS EXCLAIMER
The world’s leading email signature solution provider
• Exclaimer provides world-class centralized email signature
management solutions
• This enables organizations globally, of any size, to achieve
brand consistency, legal compliance, and customer
engagement on any device
• For Microsoft 365, Google Workspace (formerly G Suite), and
Microsoft Exchange
• Used by over 75+ million users in 150+ countries worldwide
• Microsoft Gold Partner

9. DEFINING EMAIL SIGNATURES
• At its most basic, an email signature contains contact details
• A professional email signature design will incorporate several elements:
o Company logo
o Brand elements
o Promotional banners
o Advertising slogans
o Social media icons
o 1-Click survey buttons
o Legal disclaimers

10. • The best email signatures are made up of 7 key
components:
• CONFORM to brand guidelines
• CONTACT details: Making them count
• CERTIFY your credibility
• CONNECT via social media
• COMMUNICATE with campaign banners
• COLLECT customer insight
• COMPLY with email disclaimer law
DEFINING EMAIL SIGNATURES

11. EMAIL SIGNATURE MANAGEMENT
The IT challenges that arise with remote working
• Email signatures are important from a brand and
compliance standpoint
• Principal issues around email signatures are those
of control and change
• Many companies use their IT department to
manage email signature updates on a corporate
level
• Email signatures are time consuming to update on
a corporate level
• Even after updates have been carried out
successfully, other issues can occur, and important
elements can be left out
• You need to focus on the important aspects of
running the company’s IT systems, not on tedious
updates

12. • You’re trying to ensure everyone can work
remotely successfully
• You simply don’t have the time to deal with
this task
• You’re going to need to send lots of test
emails if using HTML
• You’ll have to deal with Transport Rules if
trying to manage centrally
• One mistake and the whole setup process
must begin again
Loss of control to end users
• Sending out a template to everyone
doesn’t mean that everyone will use it
• They might decide to “redesign” the
signature
• You can’t see how signatures look on
different devices
• Your legal compliance could be at risk
without the use of a disclaimer
• Email signatures basically become
unmanageable
Taking up too much time
EMAIL SIGNATURE MANAGEMENT
The IT challenges that arise with remote working
12

13. • You won’t be able to see what people are
sending
• HTML designs you build might not render
correctly
• Have employees created their own
templates or modified the one you gave
them?
• You can’t physically visit every user’s desk
Other general challenges
• Banner images will go stale quickly if they
are not constantly monitored
• Signatures will appear at the bottom of an
email chain
• Contact details might be incorrect or
incomplete – dependent on your AAD
• Images may appear as attachments or get
stripped out altogether
• No way to preview the signature design
• Transport Rules can take up to two hours
before going live
• Not using a legally compliant disclaimer
Lack of visibility
EMAIL SIGNATURE MANAGEMENT
The IT challenges that arise with remote working
13

14. • Design, setup and control email signatures for all
employees wherever they are
• Get consistent and professionally branded email
signatures on all web enabled devices including
mobiles
• Editing signatures is managed centrally
• End users don’t get involved in email signature
changes
• Easily create bespoke templates for specific audiences
• Make changes quickly and at short notice based on the
needs of your company
• Preview everything before it is applied across the
company
• Blank contact fields won’t appear in any signatures
EMAIL SIGNATURE SOLUTIONS FOR MICROSOFT 365
Perfect for managing signatures for remote users
14

15. • All employees need to have consistently
branded signature, especially when they
are working away from home
• Don’t let employees have control over the
design
• Your brand represents your company –
make sure it’s protected
• Make sure your brand stands out among
the thousands of emails your company
sends
Use a cost-effective marketing channel
• Marketing departments have often endured
budget cuts due to the pandemic
• Many companies are still sending lots of
emails; apply a signature banner to all of these
• Email signature marketing is a low-cost
channel that can effectively be leveraged
during this period
• These banners will :
• Be targeted
• Appear continuously
• Provide valuable information to internal and
external stakeholders
• Be trusted and business relevant
Present a consistent brand identity
LEVERAGING CORPORATE EMAIL
SIGNATURES
Four different opportunities open to your company
15

16. • Provide simple reminders in employee email
signatures
• Link to important news sites
• Keep everyone informed of the latest company
news
• Give advice on how to remain productive while
working from home
• Gauge morale using 1-click surveys
• Give employees a variety of different templates
to choose from:
• Personal mobile numbers (if wanted)
• Current working hours
• Set response expectations (how long it will take
to respond)
Maintain customer satisfaction
• Give customers the chance to easily rate their
experiences
• Use 1-click surveys to quickly get feedback
• Follow up positive responses with case study
requests or a promotional offer
• Follow up negative responses so that you can
quickly fix their issue
• Promote positive CSAT scores to reassure
customers
Engage and empower your employees
LEVERAGING CORPORATE EMAIL
SIGNATURES
Four different opportunities open to your company
16

17. • Email signature management solutions give you
complete control over signatures for all users and
devices
• They enable you to design and manage corporate
signatures from one centralized and easy-to-use
web portal
• You don’t have to rely on each person to update
their signatures manually, which can lead to
mistakes, inconsistencies, brand issues, etc.
• It lets a company efficiently deliver consistent
branding, promotions, disclaimers and compliance
statements, while substantially cutting IT admin
overheads
• They also ensure consistent email signatures
across all devices
CONCLUSION
Benefits of centralized email signature solutions vs manual methods
17

18. • Common remote working challenges
• The difficulties of managing email signatures in
Microsoft 365 and using a third-party solution
• Using for email signatures for marketing purposes
content.exclaimer.com/m365-remote-workers
Email Signatures for Dummies
• Learn how to use email signatures for:
o Targeted marketing campaigns
o Increasing your social media presence
o Improving brand management
content.exclaimer.com/dummies-guide
Remote Working & M365 White Paper
ADDITIONAL RESOURCES
Download free content from Exclaimer
18

19. QUESTIONS & ANSWERS

20. THANK YOU FOR LISTENING
For more information visit
www.exclaimer.com