There are many different ways to use the signatures created with Mailtastic in your email program. Which is the best option depends on several factors - e.g. your email program, your technical environment, the desired level of automation, etc.
In the following article we will give you an overview of the following methods:
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In principle Mailtastic signatures can be used in all programs where signatures can be used.
In the most common cases these are email programs like Outlook, Gmail, etc. but email signatures can also be used in other programs like CRMs or HR tools.
Once you have assigned a Mailtastic signature to an employee (See Getting Started: Assigning Signatures to Employees), the signature must somehow be included in the employee's email. This can happen in several ways.
Whether manual installation by the employee himself, or automatic installation by IT - Mailtastic offers the ideal solution for every case:
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As a rule, you should - if possible - refrain from installing signatures manually - here you can learn how to automate the installation.
Nevertheless, there are cases where it may make sense to install a signature manually - for example, if the target program does not offer a possibility for automated installation.
You want to use the Mailtastic signature in a program for which no automatic installation is possible and we do not offer an integration (See All integrations at a glance).
You want to test a Mailtastic signature in a mail program before rolling it out to all employees
From the perspective of an employee. Of course, IT can also perform the corresponding steps for the employee in exactly the same way, if necessary.
Employee opens his personal integration page.
The personal integration page is a web interface that the Mailtastic admin can provide to his staff to manage signature data himself, or to install signatures himself if needed.
The link to the integration page can be found in the email notification that the admin can trigger for an employee (Select employee > Send invitation), or directly in the employee's detail view (Options > Open user's personal integration page).
Employee navigates to "Install signatures" (left navigation) and there selects the target program into which he wants to insert the signature manually.
Usually these are "Other mail clients and web tools". If you do not want to use server-side integration (See Microsoft 365 - Rerouting), it may also be necessary to manually insert the signature into any email apps used by mobile devices.
(Example "Other mail clients and web tools") In the next step the employee can select in which format he wants to insert the signature in the target program: In HTML format or as a ready template (selection depends on what kind of signatures can be stored in the target program).
In the next step, the employee receives simple step-by-step instructions on how to install the signature. If the employee has several signatures available, he can select the signature he wants to install in advance.
Tip: When designing the employee's personal integration page, we took special care to ensure that even non-technical colleagues can easily get to grips with the step-by-step instructions. Nevertheless, as an admin, feel free to take a look at your own integration page to get an overview.
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The goal of an automated installation of signatures is that signatures you assign to your employees in Mailtastic, as well as all changes to these signatures are available to your employees automatically and without your own intervention.
Therefore, you should implement automatic installation of signatures wherever possible.
Depending on your personal requirements and technical setup, one or the other of the following methods may make more or less sense for you:
Emails sent by your employees will have the appropriate employee signature applied to them after they are sent (See Microsoft 365 - Rerouting).
Advantages
Works for all programs from which emails can be sent
Signature is reliably inserted into the email every time and in the desired format
Your employees or end users do not come into contact with the topic of "email signatures" at any time
Disadvantages
If you use only the server-side integration, the email signature is not visible when creating the emails. (Therefore, we always recommend a combination of server-side integration and client- or application-side integration).
You must use Microsoft 365
This is how it works
You set up the "Mailtastic Microsoft 365 Rerouting" (See Microsoft 365 - Rerouting)
Email sent through your mail server will be automatically signed with the employee signature.
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The signatures are inserted when composing (replying / forwarding) a mail in the email program. If multiple signatures are assigned, the employee can switch between the signatures before sending an email.
You should consider client-side integration via desktop app if your employees use the desktop variant of Outlook Windows or Mac without Microsoft 365, or Apple Mail.
For client-side integration, our sync agent "EasySync" (See EasySync (Win), EasySync (Mac)) must be installed on the employee's computer. Don't worry, this can be conveniently rolled out centrally by IT and without touchpoint with the end user via Group Policy - or installed directly when setting up the computer.
Advantages
No Microsoft 365 necessary
The employee sees the email signatures when composing (replying / forwarding) an email.
If you have assigned multiple signatures to the employee, the employee can independently choose between the signatures
This can be especially interesting if the employee has signatures with different data profiles - i.e. in different languages, for example, or if you have assigned different signature campaign banners to the employee, between which the employee should be able to choose depending on the recipient.
The sync agent "EasySync" can be installed centrally by IT at any time - but also by the employee or end user themselves if required.
Disadvantages
The sync agent "EasySync" only works for the desktop version of Outlook Win and Mac and Apple Mail. If emails are still sent from other email programs and no additional server-side integration is active, other integration methods may be required.
This is how it works
Familiarize yourself with the functions of our sync agent "EasySync
See EasySync (Win)
See EasySync (Mac)
Install EasySync on an employee's workstation or have the employee install the program themselves.
If employee is to install himself: A corresponding step-by-step guide (Employee's Personal Integration Page) is included in the instructions for installing signatures for Outlook Desktop (Win and Mac) as well as Apple Mail.
Check: "Open personal integration page" > "Install signatures" (left navigation) > "Outlook Windows Desktop" > "Outlook Windows Desktop - via EasySync Client (Recommended)".
If the email address of the Outlook account (or Apple Mail account) matches an email address of a Mailtastic user and signatures are assigned to this user, these signatures are available to the employee directly after the installation of the sync agent "EasySync" in Outlook (or Apple Mail).
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The signatures are inserted when composing (replying / forwarding) a mail in Outlook. If multiple signatures are assigned, the employee can switch between the signatures before sending an email.
You should consider client-side integration via Outlook Add-In if your employees use Outlook in conjunction with Microsoft 365.
For the client-side integration via Oultook add-in - who would have thought - the Mailtastic Outlook add-in (See Mailtastic Outlook add-in) has to be activated for the Microsoft 365 user. Don't worry, this can be done quite conveniently centrally by IT and without any touchpoint with the end user.
Advantages
Once activated for the Office 365 user, the Outlook add-in is available in Outlook Desktop on Windows as well as Mac and Outlook on the Web.
No installation on the computer necessary
The employee sees the email signatures when composing (replying / forwarding) an email.
If you have assigned multiple signatures to the employee, the employee can independently choose between the signatures
This can be especially interesting if the employee has signatures with different data profiles - i.e. in different languages, for example, or if you have assigned different signature campaign banners to the employee, between which the employee should be able to choose depending on the recipient.
Disadvantages
Microsoft 365 necessary
The add-in cannot be used to provide email signatures in Outlook apps for mobile devices. According to Microsoft, this is already being worked on.
This is how it works
Familiarize yourself with the functions of our Outlook add-in
Activate the Outlook add-in for the desired Microsoft 365 users on an employee's workstation or let the employee install the program himself.
As long as the email address of the Outlook account matches an email address of a Mailtastic user and signatures are assigned to this user, these signatures are available to the employee directly after activating the add-in in Outlook for Desktop and Outlook for the Web.
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The signatures are inserted when composing (replying / forwarding) a mail in Gmail. If multiple signatures are assigned, the employee can switch between the signatures before sending an email.
You should consider client-side integration via Chrome Extension if your employees use Gmail.
For client-side integration via Chrome Extension, the Mailtastic Chrome Extension "EasySync4G" (See Mailtastic Chrome Extension) must be activated in the employee's Chrome browser. Don't worry, this can often be done quite conveniently centrally by IT and without any touchpoint with the end user.
Advantages
No installation on the computer necessary
The employee sees the email signatures when composing (replying / forwarding) an email.
If you have assigned multiple signatures to the employee, the employee can independently choose between the signatures.
This can be especially interesting if the employee has signatures with different data profiles - i.e. in different languages, for example, or if you have assigned different signature campaign banners to the employee, between which the employee should be able to choose depending on the recipient.
Disadvantages
The Chrome Extension only works for the Chrome variant of Gmail. If emails are still sent from other email clients and no additional server-side integration is active, other integration methods may be needed.
This is how it works
Familiarize yourself with the features of our Chrome Extension
Activate the Chrome Extension in the employee's Chrome browser or have the employee install the program themselves.
If employee is to install by himself: A corresponding step-by-step guide (Employee Personal Integration Page) is included in the Gmail Signatures Installation Guide.
Check: "Open personal integration page" > "Install signatures" (left navigation) > "Gmail (browser)" > "Gmail - via Chrome Extension (Recommended)".
The Chrome Extension is now available for the employee. The employee has to log in once with his Google Workspace account.
As long as the email address of the Gmail account matches an email address of a Mailtastic user and signatures are assigned to this user, these signatures are now available to the employee in Gmail.
Here you can change the behavior of the add-in for end users and allow them to manually disable or remove the add-in from their list of available add-ins. The "fixed" method is the default method that does not allow end users to disable the add-in.
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Do you have any questions?
No problem - we will be happy to help you personally! Simply use our free live chat (bottom right).
Peer Wierzbitzki, Product Management
