How do company email signatures work?

How do company email signatures work?

The Email Signatures feature lets account admins design a company-branded email signature template and push it to all users' Outlook add-in automatically. Users fill in their own personal details — name, job title, phone number — once, and SlideHub applies an on-brand signature every time they compose, reply to, or forward an email.

Example: your company has just rebranded. Instead of emailing 200 employees a new signature template and hoping they format it correctly, your admin designs the new signature in SlideHub, publishes it, and every user's Outlook is updated with the correct logo, fonts, and layout — with each person's own details already pre-filled.

How to set up a company email signature (admin)

Only Owners, Managers, and Accountants can access the email signature settings. The feature must be enabled for your company before this page is visible — contact your account Owner if you do not see it in your sidebar.

1. In the left sidebar, click Email Signature Settings. The Format tab opens, showing your existing signature sets or an empty state if none have been created yet.
2. Click Add new signature. The new set appears in the list. Click Start build on it to open the signature editor. The Format company email signature page opens.
3. On the left, under Image delivery method, choose how images appear in the signature:

• Optimize for Outlook — includes images directly in the mail. Images may not load in Gmail.
• Optimize for Gmail/browser clients — serves images as external links. Better compatibility with web-based email clients, but requires users to accept loading them in Outlook.
• Disable images — no images in the signature. Best for deliverability and consistency.

4. Under Upload relevant images, upload a Company logo and/or Company banner by clicking the upload area or dragging a file onto it. Both are optional. The combined file size limit for both images is 19 KB.
5. On the right, under Placeholder settings, fill in the following fields:

• Signature set name — the name used to identify this set in the list (for example, "Default" or "EMEA team").
• Font style — the font applied across the whole signature.
• Company name (optional) — appears in the signature body.
• Disclaimer (optional) — appears as a footer at the bottom of the signature.

6. Click Confirm & Save (top right) to save your settings.
7. The HTML editor opens and shows the default signature template with all standard placeholders already in place. Edit the HTML directly to adjust layout or styling. Use the Format dropdown to switch between New email signature, Reply email signature, and Forward email signature — or toggle Use same for all to apply one template to all three email types.
8. Click Save as draft to save the template without publishing. The preview panel shows current draft preview alongside live version so you can compare before going live.
9. Click Manage placeholders (top right) to open the Manage placeholder mapping dialog. Here you link each personal information field in the signature — for example, [JOB TITLE] or [PHONE NUMBER] — to an existing dynamic content placeholder in your company, so users' details are pre-populated where possible. [NAME] and [EMAIL] are filled automatically and cannot be remapped. Click Save when done.
10. When you are satisfied with the design, click Publish and confirm. The set's status in the list updates to Published.
11. Click the Enabled toggle next to the set — or click Enable for users inside the editor — to make the signature available in your users' Outlook add-in.

Tip: The Enable for users toggle is greyed out until at least one published version exists. Save as draft as many times as you like, but the signature only becomes available to users after you publish.

How users fill in their personal information

Once an admin has published and enabled a signature, users see a signature panel inside the SlideHub Outlook add-in.

1. Open the SlideHub add-in in Outlook. The signature panel appears automatically.
2. The panel shows all the personal fields your admin has included in the template — for example, [JOB TITLE], [PHONE NUMBER], [LINKEDIN URL]. The [NAME] and [EMAIL] fields are filled in automatically from your SlideHub account.
3. Enter your information in each field and click Save Information. SlideHub confirms: "Your information has been saved! Your signature will be updated with your personal information."
4. Click Insert Signature to apply it to your current email. For new emails you compose after this point, the signature is applied automatically.

(Please note that if you see "No placeholders found" in the panel, your admin has not yet set up and enabled a signature for your company. Reach out to your account Manager or Owner.)

How signature sets work

A company can have multiple signature sets — for example, one per language, region, or team. Each set has its own design and can be enabled or disabled independently.

• Default set — the set marked as default is assigned to all users who have not been given a specific set. To change which set is default, click Make default next to any set in the list.
• Assigning users to a set — go to the Placeholders tab. The Assigned to column shows which signature set each user is currently using. Update assignments from the same view.
• Allowing users to switch sets themselves — your account Owner can enable a company-level setting that lets users choose their own assigned set from within the Outlook add-in. Contact your account Owner if you need this turned on.
• Deleting a set — the default set cannot be deleted. Reassign it first by making another set the default, then delete it.

What personal information fields are available?

SlideHub includes the following placeholders in every signature template. Users fill these in from the Outlook add-in; [NAME] and [EMAIL] are filled automatically.

• [NAME] and [EMAIL] — auto-filled from the user's SlideHub account.
• [JOB TITLE], [DEPARTMENT], [PRONOUNCE] — filled in by each user.
• [PHONE NUMBER], [MOBILE NUMBER], [ADDRESS] — filled in by each user.
• [WEBSITE URL], [LINKEDIN URL], [URL 2], [URL 3] — filled in by each user for links and social profiles.

You can also connect these fields to dynamic content placeholder data your company already manages in SlideHub, so users do not have to enter the same information twice — see What is an admin managed (placeholder) data and how to set it up? for background.

How does placeholder mapping work?

Placeholder mapping links each personal information field in the signature to an existing dynamic content placeholder, so data is pre-populated for users from your company's centralised placeholder records.

1. On the Format tab, click Manage placeholders. The Manage placeholder mapping dialog opens.
2. [EMAIL] and [NAME] are shown as auto-filled and cannot be remapped. For other fields — for example, [JOB TITLE] — select an existing placeholder from the dropdown to link them.
3. Click Save. Changes apply to all signature sets in the company at once, not just the currently selected set. Any field without a linked placeholder will have a new placeholder created for it automatically.

How does the Outlook size limit affect my signature?

Outlook enforces a 32,000-character limit on email signatures. If your signature HTML — including any embedded images — exceeds this, users will see an error in the add-in: "Signature is too large for Outlook. Please use smaller images or contact your administrator to host images on a server."

If this happens, switch the Image delivery method to Optimize for Gmail/browser clients so images are served externally rather than embedded, or reduce the resolution of the uploaded logo and banner before re-uploading.

How do I manage user signature data in bulk?

The Placeholders tab shows every user alongside their current personal field status. From here you can:

• Filter by End user name, User info field status, Used in signature, or Assigned to (when multiple signature sets exist).
• Export all user signature data to Excel using the Excel button.
• Bulk-import or update personal placeholder data for multiple users at once using the Upload button and a formatted Excel file.

Updated on: 05/28/2026