Skip to content
Browse the knowledgebase

Signature designer

Templates, defaults and versions

What the default signature really means, how to read the list, and how to remove a signature without breaking anyone.

  • Last updated
  • 5 minute read
  • Signatures

Every design is a signature template. Exactly one of them is the default, and that is the one people get when no rule matches them.

Reading the list

The signature list. The default is marked, and each row shows how many people it reaches.
  • Default marks the fallback signature. There is always exactly one.
  • People is how many people currently get this signature, counting rules and the default together.
  • Updated tells you when the design last changed, which is the first thing to check when someone reports a difference.

Changing the default

Use Make default on the signature you want to take over. The previous default keeps existing as an ordinary signature, so nothing is lost and you can swap back.

Note: Swapping the default affects everyone without a matching rule, which in a small organisation is most people. Check the reach count before you switch.

Duplicating and deleting

Duplicate makes a copy you can edit, including the layout, all the settings and the HTML. The copy is never the default and reaches nobody until a rule points at it.

Deleting is safe in the sense that nothing breaks: anyone who was getting a deleted signature falls back to the default. But check the reach count first, because a signature shown as reaching 28 people is 28 people whose signature changes the moment it goes.

  1. Read the reach count on the signature you are about to delete.
  2. If it reaches more than a handful of people, duplicate it first and move the rule onto the copy.
  3. Delete it, then check one affected person from the Outlook add-in page.

There's no limit on templates, so you never need to delete one to make room for another.

Related articles

Something here out of date, or a step that did not work? Tell us and we will fix the article. Every page is checked against the running product, so corrections are welcome.