Email signature software incl. disclaimer and email signature generator
If you want to create centralized and company-wide uniform email signatures and disclaimers for all employees in a company, you should use an email signature software for the most the most common platforms. For example, the email signature add-in should be compatible with Outlook but should also be compatible with Exchange or Microsoft 365 (M365 or MS365) or Office 365 (O365) SaaS, as well as with Google Workspace (G Suite, Gmail), IBM/HCL, SAP and Salesforce. Before installing, consider the advantages and disadvantages of of organization-wide email signature management as a desktop, server, cloud and private cloud cloud and private cloud solutions.
Such software solutions, sometimes also referred to as e-mail signature generators, can, on the one hand legal certainty by centrally specifying the mandatory information in e-mail signatures. on the other hand, an add-in should be selected that also includes an email signature marketing platform. marketing platform, as email signature marketing is a marketing channel with enormous potential. marketing channel with enormous potential, which cannot be fully exploited without a professional without a professional marketing platform solution.
In addition to the legal department, human resources department, data protection officer, compliance and marketing department, sales, customer service, and customer experience management, among others, also profit Customer Experience Management also benefit from the option of integrating banner ads and CTA buttons, for example for customer feedback and ratings into the email signature.
What is email signature software or email signature add-in?
An email signature software for Microsoft platforms (Outlook, Exchange, Exchange Online, Microsoft 365, Office 365) or Google platforms such as Google Workspace (G Suite) and Gmail is an a third-party tool - also known as an email signature add-in - that provides functions for the and management of email signatures that the companies Microsoft or Google do not offer in their products. Microsoft or Google, for example, do not offer in their products.
One provider of such e-mail signature software is the IT service provider Gangl, which has on the one hand has developed its own email signature add-ins - including client-side ones - and is the is the main distributor of the cloud email signature solution Crossware, which can be used to which, among other things, can be used to centrally create an email signature. Crossware includes, in addition to an email signature generator, Crossware also includes an email marketing platform for small businesses and for large companies.
When it comes to the question of what is an email signature, misunderstandings can arise. By email signature means the footer or several signature blocks at the end of an email, where usually in particular information about the name of the sender, the position in the address and/or the visitor address as well as the telephone number and/or fax number. and/or fax number.
The e-mail signature must be distinguished from the electronic signature (e-signature). The latter serves as a substitute for a handwritten signature, i.e., it is a digital signature that can be used to sign signature, which can be used to sign electronic documents in particular. The signer can be identified on the basis of the electronic signature.
However, modern e-mail signature management can do much more than just provide the user's name, job title, address, phone number and fax number. With an e-mail signature platform or e-mail signature software, it is now possible to add many other elements into the e-mail signature, such as images or photos, logos, banners and CTAs. photos, logos, banners and CTA buttons.
It is also usually possible to choose from different fonts. Most of the e-mail signature management software work with HTML editors for the design of the e-mail signature. signature design, so knowledge of HTML is not usually required to create an email signature. create an email signature.
E-mail signatures that are output differently depending on the predefined rule, for example banner or a different disclaimer, are also called dynamic signatures. signatures. Ideally, e-mail signature software should not only be able to insert dynamic footers or signature blocks into the e-mail. footers or signature blocks into the e-mail, but also a dynamic header with the dynamic header with the company logo and social media buttons, for example, as well as to as well as the center of the e-mail.
Functions of email signature softwares
Email signatures can serve many different functions. From being a digital business card, to the provision of mandatory imprint information to the means for a marketing campaign, the marketing campaign, email signatures can achieve more than many companies currently realize. realize.
To exploit the full potential of the email signature, there are special email signature software, also called email signature add-ins for Outlook, Exchange or Microsoft 365 . called. Among other things, in such email signature software, such as from Crossware, access rights for selected users or groups, although this does not turn them into administrators. administrators. In this way, for example, the marketing department, the department, the legal department, the human resources department, or the data protection officer can directly contribute e-mail signature and check the result immediately. Otherwise, the IT department would have to would have to constantly mediate between the different departments until the finally approved company-wide e-mail signature can be used by all employees.
Custom rules for email signatures Create
With the e-mail signature solution Crossware , many functions can be used rule-based, for example, by including different banners in the e-mail signature for internally sent e-mails than for for e-mails sent to external recipients. Of course, you can also different e-mail signatures depending on the department .
Custom rules can also be set for specific keywords in the subject of the email. subject, so that depending on the keyword used, the corresponding email signature is inserted in the mail depending on the keyword used. The term "user" does not refer to individual employees, but rather to the centrally controlling person in the respective department who is involved in the creation of the e-mail signature. e-mail signature. There are also programs that determine the appropriate e-mail signature based on the e-mail domain or a CRM list .
Through a cloud solution like Crossware , the business email signatures of thousands of employees and more can be controlled across the enterprise from a single dashboard .
An e-mail signature management software should also be able to create the e-mail signature using so-called user-defined signature blocks (abbreviated sig block). This means that each element of the email signature, such as text, graphic, photo or button elements, and its output in the e-mail signature can be controlled by display rules depending on the defined e-mail type. depending on the defined e-mail type. The e-mail signature software Crossware, for example uses a convenient drag-and-drop system to place such signature blocks and to create create different email signature templates.
Company-wide e-mail signatures Create in corporate design
First of all, e-mail signature software can be used to create e-mail signatures in the corporate design. design, which also unifies the appearance of a company in the e-mails. unified in the e-mails as well. In addition to the integration of logos, the corporate design also includes fonts and colors, such as those of CTA buttons, are also part of the corporate design. use of the e-mail signature design template created for the company in question is itself part of the uniform itself becomes part of the uniform appearance of the company.
Email signature with image, logo add and other inline graphics
In addition to logos, you can also insert other inline graphics into email signatures, such as a picture of an employee. Employee photos at the end of the e-mail, i.e. an e-mail signature signature with a picture of the sender, make contact more personal and create trust in the communication. The integration of a QR code is also possible and is becoming increasingly popular, to enable users to easily switch between different devices, for example between a between a desktop and a smartphone.
Social media icons with link in Insert email signature
Social media icons linked to the respective profiles are also standard in today's in an e-mail signature. You can decide for yourself in the email signature editor, which social media buttons you want to include, i.e. whether you want to link to your Instagram, Twitter, Facebook, Xing or LinkedIn profile via the email signature, or links to other social or if you want to add links to other social media profiles.
Insert banner in email signature
With the help of the insertion of banners in e-mail signatures , on the one hand external advertising campaigns can be started. But they can also be used for internal campaigns are also possible, for example on occupational health issues, such as the health issues, for example, when it comes to the correct sitting posture at the workplace. Furthermore, banners can be banners to announce events such as trade fair dates or to draw attention to other content such as blog articles . Product news can also be linked via banners and present them to the e-mail recipients.
The HR department could add a banner to its email signatures, for example, to indicate vacancies. vacancies.
Rating prompt banners can also add value. While one bannerswith rating prompts, for example for Google My Business, in external e-mails to B2B and B2C contacts rating prompts for Google My Business, for example, one can integrate banners with rating prompts for e-mails sent exclusively to customers in the consumer segment (B2C), for example from the customer service department, you can integrate rating banners for specific consumer rating integrate.
The sales department, on the other hand, has an interest in inserting banners in email signatures that draw to draw attention to special offers in order to generate conversions. In addition, banners can can also be used to upsell and/or cross-sell to existing customers.
Add CTA buttons
Besides banners, you can also add call-to-action (CTA) buttons to email signatures using email signature software. email signature software. In the following sections, we will look at some possible possible CTA buttons as examples. In addition, there are many other uses for buttons in e-mail signatures are conceivable.
Button for appointment bookings
Useful in e-mail signatures are, for example, buttons (buttons) for bookings of all kinds - internally and externally - where the e-mail recipient can the e-mail recipient can enter the desired appointment in the calendar of the sender. desired appointment. This is useful, for example, for booking an appointment for a presentation (demo, demonstration) or an appointment for a certain work to be done at the customer's site. work is to be done at the customer's site.
However, it is also possible to create attendance confirmations in relation to a meeting for a date that has already been set. For the organization of room occupancy in a company, appointment buttons can also be used in e-mail signatures. e-mail signatures.
Buttons for ratings and Surveys
Other buttons can be used to obtain ratings or for surveys. To measure customer satisfaction, you can conduct so-called customer satisfaction surveys (1-click surveys), for example by clicking on a smiley. click on a smiley. This is also referred to as one-click emoji responses. Such surveys provide customer experience management with useful data to improve processes processes in the company.
But you can also link a rating button directly to a rating platform to get new ratings for the company and detailed customer feedback. customer feedback.
Basically interesting for all departments - at least for certain contacts - is a button in the e-mail signature, via which interested parties can call the sender of the e-mail can call.
Such a call button lowers the inhibition threshold to call the e-mail sender directly in case of open questions. directly in case of open questions. In addition, calls can often avoid misunderstandings which could not be clarified immediately by an e-mail reply.
Mandatory e-mail signature information for Control Germany centrally
In Germany , the insertion of an e-mail signature for companies entered in the companies registered in the commercial register when sending business-related e-mails. mandatory . Since 1 .1.2007 this has been laid down by law in the in the "Law on Electronic Commercial Registers and Registers of Cooperatives and registers and the register of companies" (EHUG), which requires business business e-mails are classified as business letters. The term "e-mail signature" is signature is also referred to as e-mail imprint or imprint obligation for "business letters". Imprint obligation for "business letters". Exactly what information must be included in this e-mail imprint depends on the legal form of the company in question, i.e. whether it is, for example, a sole trader (e.K., e.Kfm.) registered in the commercial register, a registered sole trader (e.Kfr.), an OHG, KG, GmbH, GmbH & Co. KG, UG, AG or cooperative.
In order to ensure that all employees throughout the company have the required mandatory information is included in the e-mail signature, an e-mail signature e-mail signature add-in, which is technically managed by the IT department, whereby the the content of the mandatory information should be defined by the compliance or legal department, and legal department , and the e-mail signatures should be pre-formulated for each pre-formulated for each employee based on these legal requirements with the help of the e-mail signature add-in. There are e-mail signature software solutions in which other departments in the company, i.e. the the legal department, for example, have authorization to access the e-mail signature editor in addition to the IT department. to access the e-mail signature editor, thus restricting the IT department to the technical implementation of the e-mail signature. technical implementation of the email signature.
If e-mail signatures are not created in a legally compliant manner in accordance with the prescribed companies risk not only expensive warnings, but also the imposition of high warnings, but also the imposition of high penalty payments by the competent by the competent registry court. According to Section 14 of the German Commercial Code (HGB), the penalty payment may not exceed 5,000 euros. However, it may be imposed repeatedly. Warnings and penalty payments are to be feared in particular if the employees are allowed to create their own e-mail signatures themselves, for example on the basis of a guide provided by the company, and if provided by the company, and the employees make mistakes or deliberately deviate from the guidelines. deviations from the guidelines are made
There is often talk of "email signature business" in connection with mandatory disclosures. However, the aforementioned term "business-like" is not identical with the term "business" is identical. This is because only those e-mails are considered to be business-related, which are directed outwards and have business-like content (such as offers, price lists offers, price lists, order confirmations, inquiry confirmations, invoices). Other business e-mails and e-mails sent within the company are not subject to e-mail signature not subject to the e-mail signature requirement.
Nevertheless, it is advisable to use e-mail signatures within the company as well. Because E-mail signatures also make it easier for the e-mail recipient to contact the sender in internal communication contact with the sender - for example, by telephone thanks to a specified telephone number (incidentally, this is not mandatory for external business e-mails). Furthermore, the potential of e-mail signatures can also be exploited in internal e-mail traffic, for example for internal campaigns via banners or room bookings via buttons. can be exploited.
Email signature generators from Lawyer
You can also use automatic tools to help you create a mandatory e-mail signature. tools to help you. On the website rechtswal you can use an e-mail signature generator to create an e-mail signature with the required mandatory with the required mandatory information. After you have clicked on all the options and entered the required you can use sicsection-main-texth to create the e-mail signature as a Word document. as a Word document. However, rechtswal is not an offer from a law firm, even though the law firm , even if the site is operated by the lawyer Marion Janke and the and behind the contracts offered there, samples and forms specialist lawyers and experts stand. In addition, the email signature generator of rechtswal is advertised on the website of the law firm Janke with the statement "tested by a lawyer". In Incidentally, this email signature generator is free of charge and in German.
However, there are also law firms that offer automated assistance with the the creation of the legally required e-mail signature on their website, such as the IT-Recht Kanzlei with its free E-Mail Mandatory Information Wizard. Here, however, only a sample is displayed, depending on depending on the legal form of the company selected from the drop-down list. The law firm expressly points out, however, that the Disclosure Wizard for e-mail signatures is not a substitute for legal advice, since it only uses uses only prefabricated samples. Who uses the assistant, does this on own risk. If the case is more complex, the user should seek legal advice for the creation of the e-mail signature. e-mail signature from a lawyer who is familiar with competition law and IT law. competition law and IT law. As an example of a more complex case a company in liquidation.
However, both tools, i.e. both the e-mail signature generator from rechtswal as well as the e-mail signature wizard of IT-Recht Kanzlei are outdated, as tradesmen who are not registered in the commercial register and unregistered civil law companies (GbR) because of the deletion of § 15 b Gewerbeordnung (GewO). (GewO) since 25.3.2009, tradesmen who are not registered in the commercial register and companies e-mail signature. However, it must be said that the specification of a address is nevertheless recommended for these self-employed persons, for example by the chambers of commerce, for example. The obligation to provide a summonable address address can also result, for example, from § 2 Service Information Obligations Ordinance (DL-InfoV) for a service provider. service provider before conclusion of the contract or, if no written contract is concluded, before written contract is concluded, before the service is provided. This concerns then also the e-mail signature of a freelancer.
Difference to HTML email signature generator
An e-mail signature generator for generating the mandatory information in accordance with the legal regulations is not to be confused with a generator that generates an HTML email signature generated. Such an HTML email signature generator serves to make one yourself an email signature with the help of templates with different email signature designs by selecting the desired email signature template and then selecting the still Data such as name, company name, position in the company, address, mandatory data, phone number, fax, email address and website URL, adding the social media icons to profiles, uploads an image and logo, and adds a call-to-action button. call-to-action button (CTA button) and possibly a banner.
Afterwards you can copy the HTML source code and paste it into the corresponding file at Outlook, which is a bit cumbersome, because you have to create the signature file file first and then you have to call the folder with the right command in which the folder with the where the folder with the new signature file is located. When using an e-mail signature add-in for Outlook you can save this detour, because you can copy the signature directly in the add-in or the e-mail signature program.
An email signature software basically also includes an e-mail signature generator, but goes beyond that in that the software not only produces the signature code but also creates the signature for the e-mail program, such as Outlook. creates.
Mandatory information for e-mail signature: Austria and Switzerland
In Austria , too, there is a so-called imprint obligation for e-mails. And also in Austria the required mandatory information is derived from various laws. § SECTION 14 UGB (Unternehmensgesetzbuch), for example, regulates the mandatory information in the e-mail signature for companies which are registered in the commercial register. § Section 63 GewO (Trade, Commerce and Industry Regulation Act) is a norm in this regard which applies to all traders who are not registered in the commercial register. Users of newsletters must comply with §§ 24, 25 MedienG (Media Act). And finally, there are supplementary provisions in the Telecommunications Act and the Data Protection Act.
In e-mails sent by companies within Switzerland , there are no mandatory information in the e-mail signature. However, the situation is different when Swiss companies send e-mails to Germany or Austria, for example. Then the companies must comply with the German regulations or the Austrian regulations on Austrian regulations on e-mail signatures.
Comply with GDPR information obligations by Link
The information obligations under the General Data Protection Regulation (GDPR or GDPR) according to the Austrian Federal Economic Chamber , for example, by including a link to the data privacy e-mail or the newsletter a link to the data protection declaration. Since the DSGVO also also applies in Germany, experts recommend that interested parties be informed by a link to the privacy statement, which can be found on the homepage, about the data protection concerns by means of a link to the data protection declaration.
applicants and employees, although the information must be structured differently depending on the must be structured differently depending on the group concerned.
The company's data protection officers should therefore insist that the company uses that rule-based e-mail signature software is used in the company to link to the appropriate information obligations to link to the appropriate information obligations in accordance with the GDPR.
Disclaimer and disclosure statements add
Disclosure statements or a disclaimer can also be placed uniformly under all outgoing e-mails of a company. to be placed uniformly under all of a company's outgoing e-mails. e-mail signature plug-ins or e-mail signature software. The English term The English term "disclaimer" comes from the verb "to disclaim", which means "to deny" or "to reject". "deny." In Microsoft 365, Microsoft uses the term Microsoft uses the term "disclaimer" for all email signature information, whether it is an actual disclaimer or just the sender's name and address or other information. address or some other information.
In particular, by centrally defining and adding disclaimers under the email signature, compliance and legal departments can be sure that the email disclaimers developed by the compliance or legal department are actually are actually applied throughout the company in the e-mail signature. This is the only way legal certainty can be achieved; otherwise, it can happen time and again that employees fail to include the disclaimer in the e-mail signature or use illegal disclaimers. use illegal disclaimers.
Without a centrally controlled disclaimer plugin or disclaimer add-in, it can happen that that employees include the disclaimer in their signature, but make transcription errors or make idiosyncratic changes to the disclaimer text. make. Many disclaimers are ineffective because they regulate something that cannot be implemented. or because they are general terms and conditions that require the prior consent of the recipient. would have to be agreed to beforehand. Particularly in Internet law, it is extremely important to ensure that disclaimers are accurate. that the disclaimers appear in the e-mail signatures of the employees exactly as they are as they were formulated by the compliance or legal department. legal department.
An e-mail signature confidentiality notice to maintain confidentiality is widely common, but there is no requirement to use such a notice. You can find confidentiality notices can be found as disclaimers in or under e-mail signatures. e-mail signatures in which the recipient of an e-mail sent to him in error is asked to inform the sender of the error. sender of an e-mail sent to him in error and to destroy the e-mail received in error. destroy the mistakenly received e-mail. In addition, the recipient is prohibited from unauthorized copying of this e-mail and the unauthorized disclosure of the e-mail.
Other disclaimers contain, for example, the information that there are confidentiality risks with unencrypted e-mails and imply consent to unencrypted e-mails. confidentiality risks and assume consent to unencrypted e-mail communication, provided the e-mail communication if the correspondence is initiated or continued by the recipient of this confidentiality warning is initiated or continued.
However, as already indicated, there are also disclaimers that can cause harm, namely if if they are too broad, i.e., if they violate the prohibitions on exclusion laid down in which can lead to a warning. Disclaimers are not mandatory in Germany, Switzerland, or Austria.
Nevertheless, there are many companies and even lawyers who use disclaimers in their e-mails. use disclaimers. The IT service provider Gangl offers various Disclaimer Add-Ins for Outlook and Exchange , in order to implement the insertion of disclaimers in e-mail signatures uniformly throughout the company
Organization-wide absence notifications (autoresponder)
With e-mail signature software for Outlook or Microsoft 365, for example, it is also possible to Out of office reply (OOOR) messages can also be created and managed. Here, too centralized control of these autoresponder e-mails ensures organization-wide standardization.
Advantages of email signature management softwares
In the following sections, we will discuss some key benefits of email signature add-ins, disclaimer plug-ins and email signature software for creating and managing email signatures. management of email signatures - in comparison to the individual creation of email signatures by each email signatures by each individual employee. In the following list we have summarized these advantages of creating company-wide email signatures with the help of an email signature software :
Cost savings for installation of E-mail signatures
By using a centrally managed e-mail signature add-in, i.e. a centrally controlled email signature software, you can save a lot of money when creating an email signature compared to a compared to a solution where each individual employee manages his or her own email signature. themselves. For example, if a company has 10,000 employees, and the marketing department is responsible for employees to add a new banner to their email signature, and assuming an average hourly wage of average hourly wage of 80 euros and a time expenditure of 15 minutes for the insertion of the new banner. insertion of the new banner per employee, we arrive at 2500 hours that would be required for the decentralized for the decentralized insertion of the new banner into the email signature. The financial costs in this example calculation amount to 200,000 euros.
If the new banner of the marketing department were inserted centrally using, for example, the e-mail signature software, the cost would be only about 42,000 euros, which would mean a This represents a saving of 158,000euros and an ROI of 376.2%.
Advertising cost reduction through Email Signature Marketing
Email signatures are a marketing channel that has been underestimated by many marketing departments. marketing channel. The employees of a company send numerous emails every day, not only internally, but also externally. To exploit this communication potential for marketing purposes, e-mail signatures can be the e-mail signatures can be designed accordingly, for example, by having the marketing department banners for marketing campaigns can be inserted centrally by the marketing department. The whole thing is called e-mail signature marketing as a sub-form of e-mail marketing, with which it is possible to Clicks can be obtained, leads generated and conversions achieved. In particular, email signature marketing can be used to reach exactly the right target group. reach.
Compared to placing ads through Google Ads, you can save a lot of money through the Email Signature Marketing. Assuming an average Google Ads CPC (cost-per-click) of 2 euros across all industries, an SME with 200 employees could save 36,800per year for an SME with 200 employees, assuming 40 e-mails sent and read by all and read by all recipients, 230 working days, and a click rate of 1 click rate of 1% is achieved via email signature marketing. This does not even that e-mails are often called up several times, so the number of actual impressions is impressions can be much higher. The return on investment (ROI) after purchasing of a license for the use of e-mail signature software is therefore worthwhile.
Although it is also possible with Exchange Online, Office 365 and Microsoft 365, signatures centrally to manage signatures centrally, i.e., to create them uniformly for all employees, and it is also possible to email flow rules for the inclusion of these signatures can also be created centrally. But if you want to fully exploit the potential of e-mail marketing, for example, one should use an email signature marketing platform, which is included in many email signature software packages today, use. This is because some email marketing softwares also offer tracking of clicked links (tracking links or tracking URLs) or banners and buttons in the signature. buttons in the signature with statistical information, for example, for evaluating the e-mail signature marketing campaigns.
Other disadvantages of Microsoft 365 when creating organization-wide email signatures include:
Microsoft itself recommends the use of third-party tools, i.e. email signature software from other companies, to replace missing features in Microsoft 365.
However, in all marketing campaigns, one should avoid distracting from the content of the email. In particular, email advertising should not be intrusive, but subtle, so as not to jeopardize the not to jeopardize the business relationship.
Legal certainty through central company-wide control
Central management of all email signatures of all employees in a company enables the legal department or compliance department to make the e-mail signatures to ensure that email signatures are legally compliant throughout the company.
If every single employee were to take over the creation and management of their email signature the sources of error in a large company would be enormous and the constant control of every single and the constant monitoring of each individual employee's email signature by the legal and compliance compliance department would be nearly impossible.
Uniform design promotes corporate identity through branding
The uniform application of the corporate design in e-mails, especially in e-mail signatures, promotes the branding of the company. e-mail signatures, the branding of the company is promoted. As a result, the company is perceived as a brand by the outside world through its typical appearance, which includes not only customers, suppliers, shareholders, the media and many other observers. observers.
HTML editor as email signature design tool for all devices
With an email signature design tool like the one provided by the Crossware Email Signature Add-In the e-mail signatures are presented in an easily readable and structured manner. The handling of a design tool is much easier than coding directly in HTML code, for example. Crossware provides rich text and HTML editors, which makes e-mail signature creation much easier.
By the way, the e-mail signature software Crossware can be used for Microsoft 365 as well as for Exchange, HCL Domino and as a Dynamic Outlook add-in. In addition, the Crossware email signatures do not have to be set up separately on each device type (desktop, laptop, tablet, smartphone). separately on each type of device (desktop, laptop, tablet, smartphone), because the Crossware email signatures use a responsive design, which adapts to the screen size and is therefore optimally displayed on both mobile and non-mobile devices. mobile devices as well as non-mobile devices.
Installing email signature add-ins
There are different ways to install email signature add-ins or email signature softwares depending on whether it is just a desktop application, a server application, a cloud solution or a private cloud solution. server application, a cloud solution or a private cloud solution.
With client-side email signature solutions, certain files are installed directly on the users' users' desktops. The disadvantage is that this process can take a long time for a large large number of employees, this process can take a long time.
There are also e-mail signature solutions that are installed on the server side, for example using the using the Microsoft Exchange Server platform. The advantage is that the software on every desktop, saving the IT department time and money. thus saves time.
Public cloud for email signature software
However, Microsoft Exchange can also be used online via a public cloud provided by Microsoft. provided by Microsoft (Microsoft Exchange Online, Office 365, Microsoft 365). However, when using email signature software via a public cloud, the risk of data falling into the hands of unauthorized persons is the risk of data falling into the hands of unauthorized persons and being read is much greater, than if the email signature software is run on the company's own infrastructure.
Private cloud for email signature software
With a private cloud solution, the infrastructure required for the email signature software is only available to one infrastructure is only available to a single user company. This can be implemented, for example, by the use of the company's own private cloud servers.
The email signature add-in Crossware is the world's first email signature add-in for Outlook, which also offers a private cloud solution for companies (Enterprise Private Cloud solution). This gives companies the option of running their email traffic within the company's own Azure infrastructure. So you use your own version of email software within its own private cloud. The advantage of the private cloud is that, because of the of email signatures in the company's own infrastructure, no information is sent unnecessarily via third parties. third parties are sent.
Since the email signature software is installed client-independently, the software supports all devices and clients that use the mail server to send emails. The Crossware email signature software is also DSGVO-compliant and certified according to ISO27001:2013. certified.
Frequently Asked Questions (FAQs)
How can email signatures be used to track marketing campaigns?
Email signatures can be used to track marketing campaigns by including links or banners that point to specific offers, events, or content. By using UTM parameters or custom tracking links, companies can measure the clicks and conversions generated by the email signature to evaluate and adjust the success of their marketing initiatives.
What is an email signature and what role does it play in business communication?
An email signature is a personalized block of text that is automatically inserted at the end of an email message. It usually contains information such as the sender's name, position, phone number, and email address. Email signatures are important for professional communication because they allow the recipient to easily identify the sender and provide contact information.
What is email signature software and what are its benefits?
Email signature software is a tool that helps companies create and manage consistent and professional email signatures for all employees. By using email signature software, companies can strengthen their brand identity, meet legal requirements, and even take advantage of marketing opportunities by integrating banners or call-to-action buttons into the signature, for example.
How can email signature software support compliance with legal requirements?
Some countries have legal requirements for mandatory information in business email signatures, such as company name, address, trade registry entry and VAT number. Email signature software can help centrally manage these requirements and ensure that all employees use the correct information in their signatures.
How can email signature software improve email marketing?
Email signature software allows companies to use their email signatures as a marketing tool by integrating banners, links to social media profiles or call-to-action buttons. These elements can encourage the recipient to perform certain actions, such as signing up for the newsletter, attending an event, or leaving a review.
Is email signature software compatible with popular email clients and services?
Most email signature software solutions are compatible with popular email clients and services such as Outlook, Microsoft 365, Google Workspace (formerly G Suite), and others. However, before you choose any email signature software, you should check if it is compatible with your preferred platform.
Are there different types of email signature software solutions?
Yes, there are different types of email signature software solutions, including client-side applications, server-side applications, public cloud solutions, and private cloud solutions. Each of these solutions has its own advantages and disadvantages, and the best choice depends on your organization's unique requirements.
How can the use of email signature software increase efficiency in an organization?
Using email signature software can increase efficiency in an organization by automating and simplifying the process of creating, managing and updating email signatures. Instead of employees having to create their own signatures or IT administrators having to manually adjust them, the software enables centralized management of email signatures and ensures consistent, professional and legally compliant email communications.
How can email signature software help improve customer engagement?
Email signature software can help improve customer loyalty by giving a positive and professional impression of a company. A well-designed and informative email signature shows the recipient that the company pays attention to details and takes its communication seriously. Additionally, personalized elements such as photos, contact details, or social media links in the email signature can help build a personal relationship with customers and business partners.
How can including social media links in email signatures boost a company's online presence?
Including social media links in email signatures can promote a company's online presence by providing recipients with an easy way to discover and follow the company's social media presence. This can help increase the reach and visibility of social media content and attract new followers and potential customers
How can organizations effectively implement email signature software?
To successfully implement email signature software, organizations should first define their requirements and goals. This includes deciding what information and design elements should be included in the
How can you measure the effectiveness of email signatures and email signature software?
The effectiveness of email signatures and email signature software can be measured by several criteria, such as signature consistency, regulatory compliance, and recipient interaction with integrated marketing elements. Organizations can use tracking tools and analytics software to measure the success of their email signatures and make improvements where necessary.
How can organizations ensure that their email signatures display correctly across devices and platforms?
To ensure that email signatures display correctly on different devices and platforms, organizations should look for simple and responsive designs when creating the signature. Good email signature software typically offers templates and design tools that work across multiple devices and email clients. Organizations should test their email signatures regularly to ensure that they display correctly on all popular devices and platforms.
How can you make sure that using email signature software ensures employee privacy and security?
When using email signature software, it is important to pay attention to data protection and security aspects. Companies should make sure that the software they select complies with applicable data privacy regulations and ensures data security. They should also conduct regular data protection training for employees and establish clear guidelines for the use of personal information in email signatures.
How can email signature software help improve brand identity?
Email signature software can help improve brand identity by ensuring a consistent, professional look and feel for all of a company's emails. Using consistent fonts, colors, logos, and designs in email signatures strengthens brand recognition and creates a professional impression. In addition, companies can integrate marketing elements such as banners, links, or event announcements into the email signature to effectively spread their brand message.
What should you look for in terms of usability when choosing email signature software?
When choosing an email signature software, you should make sure that it is user-friendly and easy to use. A good email signature software offers an intuitive user interface, helpful guides and support options, and a wide range of customizable templates that simplify the creation process. It should also be compatible with the most popular email clients and services to ensure smooth deployment in the enterprise.
How can email signature software be integrated into existing IT infrastructures?
To integrate email signature software into a company's existing IT infrastructure, it should first be checked whether the software is compatible with the email clients and services used. Many email signature software providers offer integrations or plug-ins for popular email clients such as Outlook, Gmail or Apple Mail. After selecting appropriate software, IT administrators should oversee the installation, configuration and deployment of the software to ensure that all employees have access to the email signatures they create.
How can companies adapt their email signatures to international standards and legal requirements?
To adapt email signatures to international standards and legal requirements, companies should first research the legal requirements in the various countries in which they operate. This includes checking regulations regarding imprint and data protection information as well as industry-specific regulations. Good email signature software usually offers the ability to create different email signatures for different countries or departments to meet their specific requirements. Companies should also consult their legal department or external legal advisors to ensure that their email signatures comply with applicable laws.
How often should organizations review and update their email signatures?
Organizations should regularly review and update their email signatures to ensure they remain current and relevant. This can be
Gangl offers various solutions for group calendars that are specifically tailored to the needs of teams and demonstrate their expertise in this area. These solutions are closely linked to Microsoft Outlook and the management of group calendars in this program.Absence Agent / Group Calendar:
This tool allows you to create and manage group, annual, vacation, weekly and monthly calendars for Outlook / Exchange / 365. It is ideal for organizing a group's deployment schedules or appointments and offers a practical alternative to the traditional wall calendar and colored pens. The Absence Agent tool integrates seamlessly with Microsoft Outlook, making it easy to manage team calendars within the Outlook environment.CompanyAppointments:
CompanyAppointments is a solution that simplifies the company-wide entry of public vacations, bridge days and company vacations in all Microsoft Outlook calendars . Automated distribution of bridge days, company vacations or public holidays becomes a breeze and facilitates the coordination of appointments and events within the company. This solution is especially useful for organizations that use Microsoft Outlook as their main calendar tool.Team:
For teams that want to use Outlook in the network without Exchange, Gangl offers the "Team" solution . This solution allows you to manage shared contacts, calendars, tasks and emails without relying on Exchange or 365. This is especially useful for organizations looking for efficient teamwork and collaboration without incurring additional costs for Exchange or 365. Gangl's team solution allows users to take full advantage of Microsoft Outlook in their team organization without relying on additional server infrastructure.
Overall, Gangl's group calendar solutions offer specialized expertise in managing and coordinating team calendars and events that are closely linked to Microsoft Outlook. The solutions offered are customizable and tailored to the specific needs of teams to ensure an efficient and organized work environment within the Outlook platform.
Limitations of the official Microsoft Outlook group calendar:
The Microsoft Outlook group calendar feature, while providing basic collaboration and scheduling functionality within teams, has some limitations that can be compensated for through the use of plugins:Limited customization options:
The default group calendar feature in Outlook offers limited options for customizing the calendar view and features. Plugins can add custom views, filters, and more features to meet your team's specific needs.Missing advanced features:
Outlook group calendars provide basic collaboration features, such as sharing calendars and viewing other team members' appointments. However, plugins can provide additional features such as resource scheduling, automatic appointment finding, or integrations with project management tools.Limited integrations with other applications:
Outlook group calendars are primarily designed for collaboration within the Microsoft family of products, and it can be difficult to integrate them seamlessly with other applications and systems. Plugins can bridge this gap by providing interfaces to other applications and services.Difficulty managing large teams:
When managing group calendars for large teams, it can be difficult to keep track of all events and resources. Plugins can help by providing advanced features for organizing and managing appointments and resources.Difficulties in coordinating appointments:
The group calendar feature in Outlook does not provide a dedicated polling function to easily query team member availability for meetings. This can make the scheduling process time-consuming and cumbersome.No clear representation of multiple calendars:
Outlook allows you to open multiple calendars side by side, but the display can quickly become cluttered when viewing the appointments of many team members at once.Lack of support for recurring events:
Outlook supports recurring events, but the flexibility in managing such events is limited. For example, changes to recurring events cannot be easily applied to a single instance of the event.Limited reminder functions:
Outlook provides reminders for appointments, but the reminder options are limited and may not be customizable to each team member's needs.Lack of time zone support:
Scheduling appointments across time zones can be complicated in Outlook because the application does not automatically account for time zone differences.Limited opportunities for delegation:
The ability to delegate appointments and calendar management in Outlook is limited, which can make it difficult to manage another team member's calendar or schedule appointments by proxy.No offline collaboration:
Outlook requires an Internet connection to access shared group calendars. This can be problematic if team members need to work offline or have a limited Internet connection.Lack of support for custom event types:
Outlook does not provide the ability to create custom event types or categories, which can make it difficult to organize and manage appointments in group calendars.No support for sharing attachments:
Outlook allows attachments to be added to appointments, but these attachments are not automatically shared with other team members who have access to the group calendar.Limited event tracking capabilities:
Outlook does not provide detailed tracking capabilities to track the status of appointments, invitations, or changes to events in the group calendar. This can make team communication and collaboration difficult.Difficulty integrating with other tools:
Outlook may not provide seamless integration with other project management or communication tools used by your team, which can affect efficiency.Lack of resource management:
Outlook does not provide specific features for managing resources such as conference rooms or equipment that are required when planning events and meetings.Limited options for customization:
The customization options of Outlook group calendars are limited, so they may not fit your team's exact needs and workflows.No support for role-based access control:
Outlook does not provide detailed role-based access control to control access to specific calendars or appointments based on team members' roles and responsibilities.Limited synchronization options:
Group calendar synchronization in Outlook can be slow or inconsistent, resulting in missed appointments or duplicate entries.Lack of mobile optimization:
Mobile use of Outlook group calendars may be limited or impractical, especially on devices that are not aligned with the Microsoft ecosystem.Difficulties in migrating data:
If you want to switch to Outlook from another calendar application, migrating data, especially for group calendars, can be complex and time-consuming.Lack of support for event-related communication:
Outlook does not provide a built-in way to communicate or have discussions directly within a calendar event, which can make collaboration and communication within the team difficult.Difficulty scheduling cross-site meetings:
Scheduling meetings with participants in different locations can be complicated in Outlook because the application does not automatically take location information into account.Limited support for public calendars:
Outlook does not provide native support for public calendars that can be shared by multiple organizations or a broader group of users.No time tracking function:
Outlook does not provide a built-in feature to record and analyze time spent on meetings or other activities.Limited Reminder Options:
The reminder features in Outlook are limited and may not provide sufficient options to set up custom reminders or multi-step reminders.No automatic appointment determination:
Outlook does not provide a smart feature to automatically find the best available date for a meeting or event based on the availability of all attendees.Lack of task management functions:
Outlook group calendars do not offer built-in task management features, which makes it difficult to organize and track team tasks.No integration of video conferencing:
Outlook doesn't offer native integration with video conferencing platforms like Zoom or Google Meet, which can make it difficult to schedule and conduct online meetings.No reporting functions:
Outlook group calendars do not provide reporting or analytics capabilities to evaluate team performance or resource usage.Limited color options:
Color options in Outlook group calendars are limited, making it difficult to visually organize and prioritize events and appointments.No support for offline editing:
Outlook group calendars do not offer the possibility to make changes offline and synchronize them later when an Internet connection is available again.Limited subscriber management:
Outlook does not provide advanced attendee management features, such as automatically adding or removing attendees based on criteria such as department or role.No recurring events with variable intervals:
Outlook does not support recurring events with variable intervals, which makes it difficult to schedule irregular recurring events.Limited search and filter options:
Outlook may not provide advanced search and filtering options to quickly find specific events or appointments in the group calendar.Missing functions for event delegation:
Outlook does not offer features to delegate appointments or events to other team members or to escalate them automatically if needed.No automatic update of appointments:
Outlook does not provide a way to automatically forward or update appointment changes to all participants.No support for event-related file attachments:
Outlook does not provide a native way to associate or view files directly with a calendar event.Lack of project management functions:
Outlook group calendars do not provide specific project management features, such as Gantt charts or project phases.No integration with time tracking tools:
Outlook group calendars do not offer direct integration with time tracking tools, which can make it difficult to track team members' work schedules.Limited ability to work with shared resources:
Outlook provides limited functionality for managing and scheduling shared resources such as conference rooms or equipment.No function to display the availability of team members:
Outlook group calendars do not provide the ability to view team member availability in real time, which can make scheduling meetings and events difficult.Lack of functions to prioritize events:
Outlook does not provide a way to organize or highlight events and appointments based on their priority.No integration with CRM systems:
Outlook group calendars do not provide direct integration with Customer Relationship Management (CRM) systems, which can complicate the management of customer relations and communication. To address the above limitations and other issues, plugins and extensions for Outlook can be used. These can provide additional features and enhancements that improve efficiency and team collaboration.
10 reasons why email disclaimers are important:Protection from liability:
In Germany, Europe and worldwide, email disclaimers can help limit a company's liability for unintentional errors or mistakes in emails.Confidentiality Agreements:
A disclaimer can emphasize the confidentiality of information in an email and advise recipients not to disclose confidential information.Copyright Notice:
Email disclaimers can also point out copyright and intellectual property that may be contained in the email and prevent unauthorized distribution or use.Contracting:
In many countries, especially in Europe, email disclaimers can help avoid unwanted contracting by pointing out that an email alone does not constitute an offer to contract.Legal compliance:
Companies in Germany and Europe must comply with the GDPR. A disclaimer can help ensure compliance with these data protection regulations.Virus and malware liability:
An e-mail disclaimer may indicate that the company assumes no liability for viruses or malware that may be contained in an e-mail.Representation of the company:
A disclaimer can enhance a company's professional image by clarifying that the opinions expressed in an email are those of the sender and not necessarily those of the company.Advertising and marketing:
An email disclaimer can also be used to draw attention to promotions or special offers.Prevention of abuse:
A disclaimer can help prevent misuse of email communications by indicating that emails may be monitored.Legal Requirements:
In some countries and industries, email disclaimers are required by law to comply with certain legal requirements.
10 Reasons What Happens When You Don't Apply Email Disclaimers:Increased liability risks:
Without an email disclaimer, companies can be held liable for unintentional errors or mistakes in emails.Confidentiality Breaches:
Without an appropriate disclaimer, the dissemination of confidential information may be more difficult to control.Copyright infringement:
Without copyright and intellectual property notices, companies could lose their rights to these materials.Unsolicited contracting:
Missing disclaimers can lead to companies unintentionally entering into legally binding contracts.Privacy violations:
Without a privacy compliance disclaimer, companies could be in breach of the GDPR or other data protection laws.Liability for viruses and malware:
Companies could be held liable for damages caused by viruses or malware in their emails without a disclaimer.Poor corporate image:
The absence of a disclaimer can lead to the company being perceived as unprofessional or negligent.Inadequate advertising and marketing:
Without disclaimers, companies could miss opportunities to draw attention to promotions or special offers.Misuse of email communication:
Without an appropriate disclaimer, misuse of e-mail communications could increase because employees and third parties are not made aware that e-mails could be monitored.Violations of legal requirements:
In some countries and industries, companies without an email disclaimer may be in violation of legal requirements and may be subject to fines or other penalties.
Overall, these reasons show that e-mail disclaimers are of great importance both in Germany and internationally. They protect companies from legal risks and promote a professional image. Without disclaimers, however, companies can face a variety of problems that can affect their business and reputation.
FAQ:How can Disclaimer Agent help create consistent signatures for all users and endpoints?
Disclaimer Agent can help you create consistent signatures for all users and endpoints by providing centralized management and automation of your email signatures. With Disclaimer Agent, you can create a corporate design signature for each user and ensure that this signature is displayed correctly on every outgoing email. By integrating with your Active Directory user database, Disclaimer Agent can automatically retrieve the appropriate information for each user and use it in the signature. This allows for easy and efficient unification of signatures, disclaimers, and email signatures across your entire organization.How easy is it to create automatic mail templates for all employees with Disclaimer Agent?
Disclaimer Agent makes it easy to create automatic mail templates for all employees. With just a few clicks, you can create and centrally manage templates for different departments, groups or individual users. Disclaimer Agent allows you to make dynamic rules and adjustments to ensure the right signature and disclaimer is used for each user and situation. The time you save creating and managing email signatures can be used for more important tasks, while Disclaimer Agent ensures that your email correspondence is professional and consistent.Can the Disclaimer Agent support different message formats such as HTML, plain text or RichText?
The Disclaimer Agent supports various message formats such as HTML, plain text or RichText and ensures that your email signatures and disclaimers are displayed correctly in any format. Whether your customers prefer colorful and image-rich emails or simple and plain rich text messages, Disclaimer Agent can provide the appropriate signature and disclaimer. This facilitates communication with different recipients and ensures that your emails always look professional and appealing.How can Disclaimer Agent help manage address information directly from the Active Directory user database?
Disclaimer Agent can help manage address information directly from the Active Directory user database by automatically retrieving the required information for each user and using it in the signature. You don't need to create an additional contact database, as Disclaimer Agent pulls all the necessary data directly from your existing Active Directory structure. This enables easy and efficient management of email signatures, disclaimers and liability releases for your entire organization.How to customize individual signature templates with Disclaimer Agent?
With Disclaimer Agent you can easily customize individual signature templates. You have the possibility to use over 50 Active Directory placeholders to make your signature and disclaimer unique and individual. For example, you can automatically insert the date, time, or even a file into the signature. This flexibility allows you to create the perfect email signature for any user and any situation.How can Disclaimer Agent automatically attach recurring reports to emails?
Disclaimer Agent can automatically attach recurring reports to emails by providing centralized control and automation of this function. You can use RegHow can I centrally control which employees receive which automated mail completions?
You can create rules and schedules to regularly attach certain files or reports to your emails without having to do it manually. For example, at the end of the month you can automatically send the monthly report to the accounting department or regularly inform your boss about a certain project. Disclaimer Agent saves you time and effort by making sure that all important information is automatically sent to the right recipients.What options does the Disclaimer Agent offer for creating and applying sets of rules for different organizational units, groups or e-mail addresses?
With Disclaimer Agent, you can centrally control which employees receive which automated mail attachments by creating and managing differentiated signatures and disclaimers for different departments, groups, or users. You can use an exclusion list to specify who can use which email signatures, disclaimers, or automated attachments. This gives you control over your employees' email correspondence and ensures that all relevant information and formatting is used correctly.How to include images and company logos in email signatures and disclaimers with Disclaimer Agent?
Disclaimer Agent provides a variety of ways to create and apply sets of rules for different organizational units, groups, or email addresses. You can define and apply sets of rules based on your domain, organizational units (OUs), groups, individual email addresses, public folders, or Exchange attributes. With more than 30 supported LDAP fields, Disclaimer Agent provides a comprehensive set of options to streamline the use of email signatures, disclaimers, and liability waivers across your organization.How can Disclaimer Agent assist in archiving emails to dedicated Exchange mailboxes or file system?
With Disclaimer Agent, you can easily include images and company logos in email signatures and disclaimers. The agent supports the inclusion of external inline images, so you can display your company logo or other relevant images in your email signatures. This gives your emails a professional and appealing look and supports the consistent appearance of your company.This FAQ can help you to understand Disclaimer Agent and its functionality.
Disclaimer Agent supports email archiving in dedicated Exchange mailboxes or in the file system by enabling centralized email archiving at the gateway. This helps meet compliance requirements and simplifies the management and storage of your email communications. In addition, the agent offers features such as PDF conversion, automatic business card attachments (.vcf), and integration of existing signatures to make your email management process as efficient and comprehensive as possible.
Why archiving tools matter for your business success
In today's fast-paced digital world, organizations generate enormous amounts of data every day. This ever-growing volume of data can be overwhelming and difficult to manage. This is where archiving tools come into play, like the ones we offer at Gangl. By investing in our state-of-the-art archiving solutions, you not only ensure the longevity of your important data, but you also unlock numerous benefits that can drive your business success. Here are the reasons why archiving tools are more important than ever:
Regulatory compliance: Many industries have strict regulations regarding the retention and management of business records. Our archiving solutions ensure that your data is stored securely and in compliance with applicable laws, helping you avoid hefty fines and legal complications.
Improved data protection: Data loss or corruption can be devastating for any organization. By using our archiving tools, your data integrity is ensured and you can rest assured that your business-critical information is protected from loss, damage or cyber-attack.
More efficient workflows: Using archiving tools allows you to efficiently organize and manage large amounts of data. This leads to improved information accessibility, which enables your employees to work faster and more effectively.
Cost savings: Our archiving solutions help you reduce storage costs by automatically removing obsolete or no longer needed data from your active storage and moving it to more cost-effective archive storage.
Business continuity and disaster recovery: In the event of data loss, such as hardware failure or natural disaster, our archiving solutions enable faster and more reliable recovery of your critical data, minimizing downtime to your business operations.
Invest in our archiving solutions at Gangl today and give your company a decisive competitive edge. Our experts are ready to help you find the optimal archiving solution for your specific needs.
FAQs:Frequently asked questions about Gangl archiving solutions What are Gangl's archiving solutions?
Gangl offers customized archiving solutions for companies that ensure efficient, secure and legally compliant storage and management of their data. Our solutions help you protect your valuable information in the long term and make it easily accessible when needed.Why should I choose Gangl archiving solutions?
Gangl archiving solutions are designed to meet the specific requirements of your business. We not only offer industry-specific solutions, but also support you with our team of experts in implementing and adapting our solutions to your individual needs.How do Gangl archiving solutions support regulatory compliance?
Our archiving solutions are state-of-the-art in terms of technology and legal requirements. Gangl ensures that your data is stored securely and in accordance with applicable laws and regulations. Through automated compliance with retention periods and deletion processes, we reduce the risk of violations and potential penalties.What security measures does Gangl offer to protect my data?
Gangl places great emphasis on data protection and security. Our archiving solutions use encryption, access controls and regular security checks to ensure that your data is protected against unauthorized access, loss or damage.How can Gangl Archiving Solutions improve the efficiency of my business operations?
Gangl archiving solutions enable you to organize your data effectively, increasing the speed of access to information. This facilitates collaboration and enables your employees to work faster and more effectively.Does Gangl provide support for the implementation and management of archiving solutions?
Yes, Gangl offers comprehensive support for the implementation and management of our archiving solutions. Our team of experts works closely with you to ensure that the solutions are seamlessly integrated into your existing IT infrastructure and optimally tailored to your specific requirements.How flexible are Gangl archiving solutions in terms of future growth and changes in my company?
Gangl archiving solutions are designed to grow with your business and adapt to changing requirements. Our scalable solutions allow you to add storage and features as needed to ensure your archiving solution always meets your current needs.Can Gangl archiving solutions be integrated into existing systems and applications?
Yes, Gangl archiving solutions are designed to integrate seamlessly with your existing IT infrastructure. We work closely with you to ensure smooth integration with your systems and applications so you can take full advantage of our archiving solutions.Are Gangl archiving solutions suitable for companies of all sizes?
Absolutely! Gangl archiving solutions are suitable for companies of all sizes, from small start-ups to large corporations. We offer flexible and scalable solutions tailored to the specific needs and budgets of each company.How can I learn more about Gangl's archiving solutions and choose the best solution for my business?
To learn more about our archiving solutions and select the best solution for your business, visit our website at https://www.gangl.de/loesungen/archivierung.html. There you will find detailed information about our offerings. You can also contact our team of experts who will be happy to help you select the optimal archiving solution for your specific needs.