A revolution in email signature management – how CodeTwo Email Signatures is changing corporate communication.
Why are email signatures more than just a business card? Email signatures have become a global standard in both large organizations and small businesses. They directly impact the company's image, which we build in the eyes of customers. They serve as a business card for the company and individual employees, containing key information such as email addresses, phone numbers, and company social media profiles. In an age when most business conversations are conducted via email, professional communication is crucial to brand perception.
Why are email signatures more than just a business card? Email signatures have become a global standard in both large organizations and small businesses. They have a direct impact on the company's image, which we build in the eyes of customers. They serve as a business card for the company and individual employees, containing key data such as email addresses, phone numbers, and company social media profiles. In an age when most business conversations are conducted via email, professional communication is crucial to brand perception.
The question remains – how can we ensure that every email positively impacts the company's image?
The Problem of Inconsistent Email Signatures
Traditional email programs, such as Outlook, allow email signatures to be set locally by the end user, meaning individually by each employee. Let's imagine a hypothetical situation in which your company introduces a new product and would like to include graphical information about it in employee footers. The problem is obvious – synchronizing changes across all employees simultaneously is bordering on impossible. In addition, verifying that everyone has correctly implemented footer changes is nearly impossible, especially in organizations with a large number of employees.
And CodeTwo addresses this problem precisely.
What is CodeTwo Email Signatures?
Email Signatures from CodeTwo is a cloud service for automatic email signature management. It also offers autoresponders and the ability to enable marketing surveys in footers. It enables centralized footer management instead of manual configuration on each device. The service is closely integrated with Microsoft 365. It works with Outlook desktop, mobile, and web versions, as well as other email clients.
How does CodeTwo technology work?
The service has three basic modes of operation. Each has its advantages and disadvantages, and the selection of the appropriate mode depends on the individual customer's needs.
Cloud Mode (Server-Side)
- Works with Outlook, Thunderbird, and Spark. The email signature is added "on the fly" – the message passes through the CodeTwo cloud, where the footer is appended to the original message. However, with the CodeTwo add-on, users can preview what their footer will look like beforehand.
- It doesn't require installing the add-on if the footer preview feature isn't needed.
- Enables the use of the autoresponder feature.
Outlook Mode (Client-Side)
- Works only with Outlook for mobile devices, desktops, and the web.
- The signature is added directly to the message, and the user sees it in real time.
- Requires the installation of the CodeTwo add-on, but the process is fully automated.
- Does not support the autoresponder feature.
Combo Mode
- Works with Outlook, Thunderbird, and Spark. CodeTwo identifies the client from which the message was sent. If Outlook is used, it adds the footer in client-side mode; if it's another email client, it adds the footers in server-side mode.
- Requires the installation of the CodeTwo add-on, but the process is fully automated.
- Enables the use of an autoresponder.
Solution Security
CodeTwo is the first Microsoft-certified email signature automation solution. We can be confident that it's a secure solution, as confirmed by:
- ISO/IEC 27001 & 27018 certification, ensuring compliance with information security standards.
- Service hosting on Microsoft Azure servers. During application configuration, you can also select the region where the CodeTwo tenant will be hosted. This facilitates compliance with legal regulations regarding personal data protection.
- Processed data is encrypted using the latest technologies. CodeTwo also does not store any copies of messages sent through its servers.
Key Business Advantages
Time and Cost Savings
- Automation eliminates the need for additional employee time.
- Fewer end-user interactions reduce the risk of problems and reduce the burden on the IT department.
Brand Consistency
- You can be sure that every email looks professional and consistent with your company's image.
- Contact details, such as phone numbers, are updated automatically from the Microsoft 365 directory. There's no risk of them being incorrect.
- You avoid errors and outdated information.
Marketing in Every Message – a great tool for marketers:
- It allows you to place promotional banners or other marketing campaign elements in your footers. This provides an additional communication channel and ensures that your message reaches every customer you communicate with via email. This eliminates the burden of additional tasks on your staff, and guarantees that the campaign is implemented correctly for each customer.
- It also includes a feature that allows you to embed a customer satisfaction survey into every footer. Due to increasingly demanding workloads, gathering customer feedback is becoming increasingly difficult. This feature allows customers to rate our service or product with a single click, without having to fill out lengthy forms. A survey isn't just another email the customer received that day, another task to perform – which unfortunately has a discouraging effect. With CodeTwo, customers provide immediate feedback, as if "alongside" responding to a message.
Summary
CodeTwo Email Signatures is a leading email signature management tool with 24/7 technical support. With a 14-day trial period, you can test all features and see how easily you can improve your company's communication. We implement this tool with our clients and are extremely satisfied. Code Two is a simple automation solution that offers numerous benefits for all departments, from IT to Compliance and Marketing. It saves every employee time and eliminates the risk of errors.
If you have any questions about CodeTwo Email Signatures, IT support for your company, or comprehensive IT services, please contact us. We will answer your questions and help you choose the best solutions for your organization's needs.
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What IT solutions do we use at Support Online?
When is it worth using an IT company?
Why is it worth hiring an IT company rather than a freelance IT specialist?
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