---
title: How to set up Email Signatures for your team in Microsoft Outlook
description: Set up email signatures centrally in Microsoft Outlook for your entire team – including best practices, admin tips, and GDPR compliance guidance.
---

[Skip to content](https://support.lemontaps.com/en/how-to-set-up-email-signatures-for-your-team-in-microsoft-outlook-en#main-content)

- [English](https://support.lemontaps.com/en/how-to-set-up-email-signatures-for-your-team-in-microsoft-outlook-en)
- [Deutsch](https://support.lemontaps.com/de/so-setzt-du-email-signaturen-für-ms-outlook-für-dein-team-auf)

English

Show submenu for translations

![Lemontaps Logo-Black (1)](https://support.lemontaps.com/hubfs/Lemontaps%20Logo-Black%20(1).svg)

- Start
- Produkte
- Preise
- Blog
- Unternehmen

Open main navigation

Close main navigation

- Start
- Produkte
- Preise
- Blog
- Unternehmen
- - [English](https://support.lemontaps.com/en/how-to-set-up-email-signatures-for-your-team-in-microsoft-outlook-en)
    - [Deutsch](https://support.lemontaps.com/de/so-setzt-du-email-signaturen-für-ms-outlook-für-dein-team-auf)

  English
  
  Show submenu for translations
- [Contact us](mailto:support@lemontaps.com)

[Contact us](mailto:support@lemontaps.com)

 How can we help you?

- There are no suggestions because the search field is empty.

1. [Lemontaps Helpdesk](https://support.lemontaps.com/en?hsLang=en)
2. [Email signature](https://support.lemontaps.com/en/email-signature?hsLang=en)
3. [Centralized email signatures (Outlook)](https://support.lemontaps.com/en/email-signature?hsLang=en#centralized-email-signatures-outlook)

October 13, 2026

# How to set up Email Signatures for your team in Microsoft Outlook

Requirements: Administrator · Email Signature Add-on

This article will help you create and manage email signatures centrally for your team with Lemontaps!

This way, your team members can have professional email signatures in no time, without having to create them individually.

### **Overview: How the Lemontaps Email Signature Tool Works**

With the [Lemontaps Email Signature Editor](https://lemontaps.com/md/settings/email-signature), you can create customized signatures for different user groups or languages using drag and drop. Placeholders automatically populate signatures with information from users' digital business cards.

To make the signatures available in Microsoft Outlook, a Microsoft administrator must deploy the Lemontaps add-in to your organization through the Microsoft Marketplace.

Once deployed, signatures are automatically available in Outlook to all selected users who have a Lemontaps account, provided that the email address registered in Lemontaps matches their Outlook email address.

Signatures are always kept up to date: Changes made in Lemontaps, such as updated contact information or new email signature designs, are automatically applied.

The signature is inserted in the user's default language, determined by the following priority:

1. Content language in Outlook
2. System language in Outlook
3. Defined fallback language in Lemontaps

Users can manually switch between different signature languages or templates assigned to them at any time.

To do this, open **Insert → Apps** in Outlook, select **Lemontaps**, and choose a different language or template for your signature.

For quicker access, you can also **pin** the app.

![](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/150107042183/original/qqzfaO2-iXFM708CU7MlAte9Nm1rrSxsQw.png?1743070374)

If a user belongs to a main group for which a specific signature has been defined, that signature is automatically applied in Outlook.

### **Setup – Step 1: Install the Outlook Add-in for Your Organization**

1. Open the **Lemontaps Email Signatures** app in the [Microsoft Marketplace](https://marketplace.microsoft.com/en-us/product/wa200012391) and make sure you are signed in with your Microsoft 365 administrator account.
   
   ![Screenshot 2026-10-12 144104-1](https://support.lemontaps.com/hs-fs/hubfs/Screenshot%202026-10-12%20144104-1.png?width=670&height=301&name=Screenshot%202026-10-12%20144104-1.png)
2. Click **Get it now**.
   
   ![Screenshot 2026-10-06 111223](https://support.lemontaps.com/hs-fs/hubfs/Screenshot%202026-10-06%20111223.png?width=397&height=405&name=Screenshot%202026-10-06%20111223.png)
3. In the **Confirm your details to continue** window, you can see which account you are signed in with. Click **Get it now** again.
4. You will be redirected to the **Microsoft 365 Admin Center**, where the **Deploy New App** wizard opens. In the **Add users** step, under **Assign users**, select who should receive the add-in: 
     - **Just me** – Only for yourself
     - **All users** – For your entire organization
     - **Specific users or groups** – For selected users or groups
    For testing purposes, we recommend deploying the add-in only to yourself or selected team members first.Then click **Next**.
   
   ![Screenshot 2026-10-06 112729](https://support.lemontaps.com/hs-fs/hubfs/Screenshot%202026-10-06%20112729.png?width=670&height=309&name=Screenshot%202026-10-06%20112729.png)
5. In the **Accept permissions requests** step, you will see the permissions and features required by the add-in. Click **Accept permissions** for Lemontaps Email Signatures. You can only proceed by clicking **Next** after accepting the permissions.
   
   ![Screenshot 2026-10-06 111528](https://support.lemontaps.com/hs-fs/hubfs/Screenshot%202026-10-06%20111528.png?width=670&height=273&name=Screenshot%202026-10-06%20111528.png)
6. A Microsoft sign-in window opens. Under **Pick an account**, select your administrator account.
7. In the **Permissions requested** window (App: Lemontaps Outlook Signature Addin), click **Accept**.This grants consent on behalf of all users in your organization, so they do not need to accept the permissions individually.
8. Back in the Admin Center, click **Next**. In the **Review and finish deployment** step, you will see a summary of the app and assigned users. Click **Finish deployment**.
   
   ![Screenshot 2026-10-06 112839](https://support.lemontaps.com/hs-fs/hubfs/Screenshot%202026-10-06%20112839.png?width=670&height=305&name=Screenshot%202026-10-06%20112839.png)
9. Once **Deployment completed** appears, the add-in has been deployed successfully. Click **Done**.
   
   ![Screenshot 2026-10-06 112917](https://support.lemontaps.com/hs-fs/hubfs/Screenshot%202026-10-06%20112917.png?width=670&height=309&name=Screenshot%202026-10-06%20112917.png)

**Overview of deployment times:**

- **Initial deployment:** The add-in usually appears in users' Outlook within 6 hours. According to Microsoft, full deployment can take up to 72 hours, depending on the size of your organization. This is due to Microsoft 365, not Lemontaps. Users may need to restart Outlook for the add-in to appear.
- **Changing assigned users later (adding/removing users):** It can take up to 24 hours for the add-in to appear or disappear for affected users.
- **Changing signature rules (with the add-in already installed):** Changes take effect immediately.
- **Changing settings in the Lemontaps Admin Panel (e.g. global configuration):** Changes take effect immediately.

---

### **Setup – Step 2: Create Email Signatures**

To learn how to create signatures, configure rules, and manage multiple templates, see the article [*Create Signatures & Configure Rules*](https://support.lemontaps.com/en/create-signatures-configure-rules?hsLang=en).

To learn how to design signatures in the editor, from selecting templates to adding placeholders and QR codes, see the article [*Design Signatures in the Editor*](https://support.lemontaps.com/en/design-your-signature-in-the-editor?hsLang=en).

---

### **FAQs**

**Will the signature display correctly when someone uses Dark Mode?**

Lemontaps detects whether a user has selected Light Mode or Dark Mode and adjusts the display accordingly. This ensures that the signature remains readable regardless of the user's display mode.

**How do I remove the Outlook add-in?**

1. Open the **Microsoft 365 Admin Center**.
2. Navigate to **Apps** and select the Lemontaps add-in.
3. Click **Delete app**.

**Does the offline QR code update automatically when a user's contact information changes?**

Yes. Both the signature and the offline QR code are regenerated whenever an email is sent.

**What happens to the add-in when my trial period ends and the feature is no longer enabled in Lemontaps?**

The signature created in Lemontaps will no longer be available in Outlook, and the following error message will appear:

**Is the add-in server-side or client-side?**

The add-in operates client-side. This means that the signature is inserted directly while composing an email.

**Does the email signature tool also work with a personal Outlook email address?**

No. The Lemontaps email signature tool only works with business Outlook accounts, also known as Microsoft 365 business accounts (Azure AD), such as [max@company.com](mailto:max@company.com).

If you use a personal Outlook address, such as [max.mustermann@outlook.com](mailto:max.mustermann@outlook.com), the integration will not work because it belongs to a personal Microsoft account.

**Does the email signature tool work with shared mailboxes?**

Yes, but a separate user must be created in Lemontaps for each shared mailbox.

It is not possible to select your own signature templates within the shared mailbox.

**Does the email signature tool also work with calendar invitations?**

No. The add-in only works in Compose Mode within Outlook Mail's main view.

It does not work with calendar invitations, so signatures must be inserted manually in those cases.

**When are email signatures automatically deleted?**

Personalized signature data (individually populated email signatures) is not stored by Lemontaps.

This data is stored exclusively locally in the Outlook client for a maximum of 24 hours.

The only personal data stored in connection with signatures is contained in technical network logs, which are automatically deleted after 90 days.

**Do administrators need to delete signatures manually?**

Lemontaps only stores signature templates without personal data.

These can either be:

- Deleted manually by an administrator.
- Automatically removed from the corresponding Microsoft mailbox when a user's Lemontaps account or license is terminated.

**Is the deletion of signatures logged?**

Yes. Deletion processes are logged internally for technical purposes but are not displayed in the user interface.

The logs are retained for 90 days in accordance with our retention policy.

**How can I prevent a signature from being inserted automatically and allow users to choose one themselves instead?**

First, go to **Email Signature → Signatures**, create an empty signature, and move it to the top of the list using drag and drop so that it becomes the default for all recipients.

This ensures that no signature is automatically inserted when a new email is opened.

Next, enable the **Selectable as template** option for the signatures that users should be able to choose manually (see the article [*Create Signatures & Configure Rules*](https://support.lemontaps.com/en/create-signatures-configure-rules?hsLang=en)).

Each user can then decide whether to use a signature and which one to insert.

- [Central User Management](https://support.lemontaps.com/en/central-user-management?hsLang=en#main-content)

    - [User Management](https://support.lemontaps.com/en/central-user-management?hsLang=en#user-management)
    - [Email & Communication](https://support.lemontaps.com/en/central-user-management?hsLang=en#email-communication)
    - [Roles, Permissions & Approvals](https://support.lemontaps.com/en/central-user-management?hsLang=en#roles-permissions-approvals)
    - [Manage Profile Content](https://support.lemontaps.com/en/central-user-management?hsLang=en#manage-profile-content)
    - [Bulk Management & Imports](https://support.lemontaps.com/en/central-user-management?hsLang=en#bulk-management-imports)
    - [Organization & structure](https://support.lemontaps.com/en/central-user-management?hsLang=en#organization-structure)
    - [White-Label](https://support.lemontaps.com/en/central-user-management?hsLang=en#white-label)
    - [Identity & Security](https://support.lemontaps.com/en/central-user-management?hsLang=en#identity-security)
- [Integrations](https://support.lemontaps.com/en/integrations?hsLang=en#main-content)

    - [Identity & User Management](https://support.lemontaps.com/en/integrations?hsLang=en#identity-user-management)
    - [CRM Integrations](https://support.lemontaps.com/en/integrations?hsLang=en#crm-integrations)
    - [Other Integrations](https://support.lemontaps.com/en/integrations?hsLang=en#other-integrations)
- [Digital Business Card](https://support.lemontaps.com/en/digital-business-card?hsLang=en#main-content)

    - [Share Digital Business Card](https://support.lemontaps.com/en/digital-business-card?hsLang=en#share-digital-business-card)
    - [Design & Layout](https://support.lemontaps.com/en/digital-business-card?hsLang=en#design-layout)
    - [NFC card](https://support.lemontaps.com/en/digital-business-card?hsLang=en#nfc-card)
- [Lead capture](https://support.lemontaps.com/en/lead-capture?hsLang=en)
- [Email signature](https://support.lemontaps.com/en/email-signature?hsLang=en#main-content)

    - [Centralized email signatures (Outlook)](https://support.lemontaps.com/en/email-signature?hsLang=en#centralized-email-signatures-outlook)
    - [Manual email signatures](https://support.lemontaps.com/en/email-signature?hsLang=en#manual-email-signatures)
    - [Email signature design](https://support.lemontaps.com/en/email-signature?hsLang=en#email-signature-design)
- [Paper business card ordering system](https://support.lemontaps.com/en/paper-business-card-ordering-system?hsLang=en)
- [Legal & Data Protection](https://support.lemontaps.com/en/legal-data-protection?hsLang=en)
- [Troubleshooting & Problem Resolution](https://support.lemontaps.com/en/troubleshooting-problem-resolution?hsLang=en#main-content)

    - [Login & Access Issues](https://support.lemontaps.com/en/troubleshooting-problem-resolution?hsLang=en#login-access-issues)
    - [Email signature – issues](https://support.lemontaps.com/en/troubleshooting-problem-resolution?hsLang=en#email-signature-issues)
    - [Technical Diagnostics](https://support.lemontaps.com/en/troubleshooting-problem-resolution?hsLang=en#technical-diagnostics)
    - [Feature & Function Issues](https://support.lemontaps.com/en/troubleshooting-problem-resolution?hsLang=en#feature-function-issues)
    - [Paper Card Ordering System – Issues](https://support.lemontaps.com/en/troubleshooting-problem-resolution?hsLang=en#paper-card-ordering-system-issues)
    - [NFC & Hardware – Issues](https://support.lemontaps.com/en/troubleshooting-problem-resolution?hsLang=en#nfc-hardware-issues)
    - [SCIM problems](https://support.lemontaps.com/en/troubleshooting-problem-resolution?hsLang=en#scim-problems)
- [Account & Security](https://support.lemontaps.com/en/account-security?hsLang=en#main-content)

    - [Account Settings](https://support.lemontaps.com/en/account-security?hsLang=en#account-settings)
- [Billing & Subscription](https://support.lemontaps.com/en/billing-subscription?hsLang=en#main-content)

    - [Trial Period & Plans](https://support.lemontaps.com/en/billing-subscription?hsLang=en#trial-period-plans)
    - [Invoices & Payments](https://support.lemontaps.com/en/billing-subscription?hsLang=en#invoices-payments)
    - [Licenses & Cancellation](https://support.lemontaps.com/en/billing-subscription?hsLang=en#licenses-cancellation)

# Lemon Innovation & Technology GmbH

<https://www.instagram.com/lemontaps/?hl=de> [mailto:support@lemontaps.com](mailto:support@lemontaps.com) <https://www.linkedin.com/company/lemontaps> <http://www.lemontaps.de/>

Copyright © 2026, Lemon Innovation & Technology GmbH