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

Requirements: Administrator · Email Signature Addon

This article will help you with creating centralized email signatures for your team.

This way, your team members will have an appealing signature in no time - without having to create them individually.

Overview: How the Lemontaps signature tool works

With the Lemontaps signature editor, you can create customized signatures for different user groups or languages via drag & drop. Placeholders ensure that the signatures are automatically filled with the information from the users' digital business cards. In order for signatures to be available in Microsoft Outlook, a Microsoft administrator must install the Lemontaps add-in. 

After that, the signatures are automatically available to all users selected in Outlook with a Lemontaps account - provided that the email address stored is identical. The signatures always remain up-to-date: Changes in Lemontaps, such as updated contact information or new email designs, are automatically adopted.

The signature is inserted in the user's default language, which is defined according to the following priority:

1. Content language in Outlook

2. System language in Outlook

3. Fallback language in Lemontaps

If a user is assigned to a main unit, for which a distinct signature has been defined, the signature will be adopted automatically.

Testing the integration: Local installation for my MS Outlook

The integration requires administrator rights in Microsoft 365. This can take up to six hours. This is why we recommend testing the add-in for yourself first, before adding the rest of your team.

1. Download the manifest: https://outlook-signature-addin.lemontaps.com/manifest.xml (STRG+S)

2. Enter the URL https://aka.ms/olksideload - This opens the add-in pop-up in Outlook

3. Choose "My add-ins" ,go to "Add custom add-in" and click on "Add from file"

4. Choose the manifest.xml file that you just downloaded and click on "Install"

5. The add-in is now installed! If the add-in doesn't show up right away, refresh the page

Important: When you write a new email for the first time, you will see "Authentication for signature failed. Please authenticate the Add-In by always allowing pop-ups to activate the Add-In.", above the message window - this is normal. The message “Pop-up blocked” will also appear in the address bar. To fix this, select “Allow pop-ups” here.

If you want to write a new e-mail now, a new window will open. Click on “Accept” here and the add-in will be functional!

Please note: It may take up to 24 hours for the signature to appear in Outlook Classic.

You can skip to Step 2 - Design your signature.

Setup - Step 1: Installing the Add-in in Outlook

1. Go to admin.microsoft.com 

2. Navigate the task bar on the left to "Settings". If this option isn't shown automatically, expand the bar by clicking on "Show all"

3. Click on "Integrated apps" and choose "Upload custom apps"

4. Choose "Office Add-In" under App type

5. Choose  "Provide link to manifest file" 

6. Copy the link https://outlook-signature-addin.lemontaps.com/manifest.xml and click on "Validate"

7. Click on "Next" on the bottom

8. In the next step, you select which members the add-in should be assigned to. For test purposes, we recommend that you first make the add-in available only to yourself or selected members. Once you have selected the members, click on “Next”

9. The following point lists the authorizations that the add-in requires. Click “Next” and then “Finish”

10.You can grant authorization for all your team members at once to eliminate the manual activation. To do so, go to Microsoft Azure (here) and then select “Microsoft Entra ID.”

11. Then navigate to Manage → Enterprise Applications

12. Under All Applications, search for “Outlook Signature Add-in.”

13. Klick on the add-in, navigate to "Security" and choose "Permissions". Here you can unlock the add-in for all members by clicking on the blue button titled "Grant admin consent"  

Important: It can take up to six hours for the add-in to be visible for every team member.

Setup-Step 2: Create email signatures

How to create signatures, configure rules, and manage multiple templates is explained in the article Create signatures & configure rules.

How to design signatures in the editor – from template selection to placeholders and QR codes – is explained in the article Design your signature in the editor.

FAQs

Does the signature adapt if the user is using dark mode?

Lemontaps recognizes whether a user has selected light or dark mode and displays the signature accordingly. This ensures that the signature is legible regardless of the user's mode.

How do I remove the Outlook add-in?

• For single users: To remove the add-in,open the link https://aka.ms/olksideload from before and click on "Custom add-ins". Click on the Lemontaps add-in, choose the three points and choose "Remove".

• For organizations:  Navigate to integrated apps -> open  the Lemontaps Addin -> click on remove app 

Does the offline QR code change automatically when contact information changes? 

Yes, because the signature and the offline QR code are always generated before a new email is sent. 

What happens to the add-in when the trial period ends and I no longer have the feature enabled in Lemontaps?

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

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

The add-in works client-side. This way, that the signature is directly inserted when a new mail is written.

Does the email signature also work with a personal Outlook address?
No, the Lemontaps signature tool only works with business Outlook accounts, also known as Microsoft 365 business accounts (Azure AD) – for example, max@company.com.
If you’re using a personal Outlook address like max.mustermann@outlook.com, the integration won’t work, since this is linked to a personal Microsoft account.

If you still prefer to use the old version, please note the following:

• The signature must be selected manually – it is not inserted automatically.

• There may be display issues with the layout of the signature. 

If your company uses only the old Outlook app, feel free to contact us at support@lemontaps.com. Our IT team will take a closer look at the issue.