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

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.

TABLE OF CONTENTS

• Overview: How the Lemontaps signature tool works
• Testing the integration
• Setup - Step 1: Installing the Add-in in Outlook
• Setup- Step 2: Design your signature 
• FAQs

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

Users can switch manually between different signature languages at any time. To do this, go to “Insert” -> “Apps” in Outlook, select “Lemontaps” and set a different language for your signature. The app can also be pinned for quicker access.

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

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!

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 this, go to Identity - Applications - Enterprise Applications - All Applications in Microsoft Azure and search for “Outlook Signature Addin”

 11. 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: Design your signature 

To create a new signature, you must open the signature editor in Lemontaps:

1. Navigate to "Team-Settings" ->  "E-Mail-Signature"

2. Choose the language of the signature you want to edit. You can edit the available languages under "Translations". The languages set here apply to both the digital business cards and the e-mail signature

3. Choose the unit for which the signature should be edited

The editor is explained more detailed in the following section:

Signature size: 

Click on the white border in the editor to open the page settings. Make sure that you do not select a text element or image element, otherwise the page will not be displayed. Now you can change the size of the signature. 
Note: The page size does not correspond to the size of the signature, but only the width of the elements that are inserted.

Font: 

You can import your own font files in the page settings. Click on “+”, enter a name and insert the link to the font. For Google or Adobe fonts, simply copy the link. If the font name contains spaces, put it in quotation marks. Also add “sans-serif” as a fallback if the font is not available in the browser.

You can then select the default font, size and color under "Theme settings"

Placeholder

You can use placeholders (variables) to add your users' data to your signature. To do this, click on a section and select “Insert variable” from the bar. The list of variables will then open. To see how the variables are displayed, you can switch to the mobile preview or desktop preview.

Insert the QR code of your digital business card

Insert an image, click on it and enter the placeholder for the QR code under “Image attributes”. You can choose between an online or offline QR code.

⚠️ The QR code is only visible in the preview, not in the editor itself.

Editor without QR code

Preview with QR code

You can find your QR code in the "Layers" section.

Note: Changing the color of the QR code is currently not possible, but will be available from Q2 2025.

Source code editor

If you want to edit the code directly, click on the page itself or any element and select the “Source code” tab. Here you can edit the JSON or MJML code.

Tracking

Lemontaps cannot offer its own tracking for data protection reasons. However, you can insert UTM links and record how often your code is scanned or your links are clicked.

Copying signatures 

Go to the respective signature and then click on the “copy” button (bottom left). 

Now change the signature template and click on the “Paste” button.

FAQs

Can I add new languages?

Yes, it is possible to add new languages. To do this, navigate to the "Translations" tab in the team settings and click on the “Add language” button under “Supported languages”. You can find more information on translations here.

Can I create different signatures for internal and external mailings?

At the moment, it is not yet possible to create different signatures for internal and external mails. However, this could be added in a future update.

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.

Can I change the colours of the QR code?

It is not yet possible to change the color of the QR code in the signature. However, this will be possible with a future update.

How do I remove the Outlook add-in?

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".

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: