Email Signature Service Quote Made Easy

Email signature product development agreement template

my name is Brad Shepard and I'm a marketing executive here at exclaim er and I'm going to take you through this presentation but ultimate guide to email signatures I'm going to start off by setting a little context first of all I'm talking about corporate email not direct marketing email I'm talking about corporate email that you might send to another employee in another organization you might send to a customer of your organization that you might send to one of the suppliers of your organization this is not email that has been written by marketing and has maybe thousands of copies identical copies of that email sent out to thousands of people instead we're talking about an email typed up by an individual and may be sent to a set or just one specific individual now we are going to use this added content underneath that corporate email that email signature for greater business benefit to get our messages on that corporate email and get into that communications channel and start generating business benefit through that now why would we want to why are we interested in getting our messages on corporate email there are a number of attributes that are unique to corporate email as a marketing channel that make it especially interesting first of all it's business relevant so because it's not direct marketing email that someone in some abstract scenario has written about a particular product or some marketing message instead it was written with me in mind so it's relevant to my role at the very least it's going to be in some way connected to what I do on a day to day basis so have a reason to open it and a reason to read it it's also high volume so market research estimates that on average about 40 emails a day are sent by each email user in your office so if you say 50 users in your office that's going to be 2,000 emails sent every single day 10,000 every week it can be an enormous channel if you tap into it you can get a huge number of impressions and continuously over time so not just in one large burst but again and again day after day week after week so we can use it to continuously remind people of things or to continuously maintain awareness of a particular campaign or particular message now it's also valued so the content in there is probably something that in some way has some sort of weight related to what I do so it might be something that I requested in a roundabout way it might be something that can help me in my role even if it's something as simple as say a price list from a potential supplier that can actually be much much more valuable than say some marketing speak in direct marketing email now it's also personal as I was saying when that first point it was written with me in mind so it is actually personal to me it may be related to say my actual individual person beyond just my job role and what's especially interesting in this point is of course that we can use email signatures to tailor messages specifically to what people are interested in but we'll get into that in a little while and that also touches on the fact that can be targeted in many ways targeted over time maybe having a different version of the signature depending on when the email is sent maybe have a timed campaign to promote a sale that's only going to last for a particular month similarly it could be targeted at different groups within your customer base maybe new customers could see one version of the signature and older customers could see a different version because they're interacting with different departments one might be interacting with say sales another might be interacting with customer service now let's dive into that how can we target the email signature how can we change it for different audiences well for example we could change it by sender so like I was mentioning there I could give one version to senders in the sales department and a different version to people sending an email from the customer service department knowing that for example new customers and potential new customers are speaking to sales or as current customers and customers with a certain issue might be speaking to customer service and so on through my other department maybe I know that procurement speak almost exclusively to our suppliers and similarly if I have any automated emails that are sent out say from an auto invoicing or CRM system in their case I want those emails to look just as professional and high-quality as an email that might be sent out by one of the human beings in my organization just because it's automated doesn't mean it shouldn't meet the same high standards I have for my corporate communications and very similarly it should be the same high quality even if it's sent from a mobile device so if it's sent from a Blackberry iPad iPhone whatever tablet or smartphone you care to mention I want the same high quality signature on any email I send no matter what device I'm using no matter where I am and the last point is that I keep mentioning this as a single communications channel but actually it's twofold so we have the one channel for interacting with people outside our organization potential customers potential suppliers people who might be interested in say a sale that we're holding and say some sort of awareness that we're pushing but there's also the internal communications channel because of course all of our colleagues see emails from us too so we can use that to give them messages that are internally relevant for internal comms or for HR communications and we'll get into that in some of the later sections in a little while we break the email signature down into six main components the six C's of email signatures first of all you have your brand elements the logo the colors the formatting any font that might be characteristically of your brand all of these four conforming to brand guidelines and then contact details to make it easier for contacts to reach you and then of course any certifications to know Authority expertise social media content for connecting mail to social media and of course any marketing banners for communicating marketing messages using that email signature and then of course the legal disclaimer for compliance now I'm going to look at each of these components in depth in turn but I'm gonna start off with conforming to brand guidelines because decisions made here about how the email signature will look of ramifications later on as to how we decide on how to display some of these other components so in this first example we have Vodafone who are a cell phone service provider very much like Verizon or AT&T in the u.s. if you're not familiar with Vodafone already now this was the signature they had before we at exclaim or help them out the problem here is that we have a solid block of color this in a way looks sort of out of place on an email remember we have this plain white background and this reasonably dark plain font so having this solid business card like block of color looks a little bit garish it doesn't look professional and smooth now it does look very Vodafone it has their characteristic red branding it has their quotation mark logo now let's take a look at how we changed this so this is something much more minimal but it still has that same red coloring it still has that same quotation mark logo it still says Vodafone it's still recognizably conforming to their brand guidelines and yet we've made it match much more with the context of an email remember how plain an email can be it's this plain white background with some plain dark font on it so we don't want something that's just going to stand out and stick out and look a little bit too much instead we want to make sure that it fits with the entire message now what if your brand requires something more over-the-top more vivid more visually striking in that case we want to put content above and below and beside our message that way we're getting our branding throughout the entire email so instead of it being one solid block of color one business card tacked onto the email instead it's something that makes the entire thing look like a corporate paper or corporate letterhead so quick recap reinterpret your brand for signatures Vodafone's initial signature if you recall was read it included their quotation mark logo but what it lacked was context it didn't right in the context of this plain white background plain dark font email let brand elements inform the design so if you have a very tall email signature then you're going to push content down as you have multiple replies and forwards and then that means that it's going to compromise readability so don't over brand it and if you do need to if you do want branding throughout that message ensure that it's above below beside ensuring that the entire message then takes on the look of a corporate letterhead rather than one single block of color the last point is thinking about enforcement how you're going to make sure that you are users actually use that email signature if you create a template how will you know that it's actually being sent out on emails and users haven't ignored it or changed it or just removed it entirely now the element that people tend to think of first when I think of email signatures the contact details so there are number of things in here that I might want to include standard stuff like my name and my job title everyone thinks of using those sometimes a handwritten signature image can be useful seen up there in the top right of that email signature can give that hands-on touch that personal feel that some organizations are looking for now it's also worthwhile putting on your email address now I appreciate that you will need to have received an email from someone to see that email signature at all however in some cases an email might be forwarded and the from address can be converted just to a display name so instead of it being bradley dot shepherd at green org.net it would just be Brad Shepherd so it's useless if you want to try and get in touch with that person hence why if you have your email address in that signature that can be instrumental in someone getting in touch with you quickly and easily also worth having on there is maybe the hours that you work so if for example you arrive early and leave early during the day or if maybe you work a different working week to other people for example if you're returning from maternity leave and you work Wednesday to Friday that's very valuable information than on there because of course we can give our contacts information that is actually useful to them in some ways it's worth thinking of this almost on a transactional basis think of the person receiving this like a customer what are they going to be interested in what is going to offer them value don't put everything in there just put in the things that they will want from you now this next example is a printing company in their case they've done something very interesting with their signature so they have some standard stuff on here name telephone number website physical address because shipping times might need to be factored in so it's important that clients know exactly where they are in the world but what I really want to look at here is that you send it like second from the right next to that Facebook and Twitter icon so what they can do here is say a client has an enormous father they need printed these guys are printing off say posters that are supposed to go on advertisement billboards or huge high-definition glossy brochures for luxury goods clients so in those cases those files are going to be huge they're too big to email so what they need to do is upload them to this printing companies you send it account so what they've done here is with this email signature with these contact details someone can click that go straight to their you send it profile and upload the file they want to get to this printing company instead of having to worry about finding out exactly what they need to do what the process is for uploading that file instead they can click on that signature and immediately start working but as useful as that is we can't overdo it so if we have a ton of contact details that we want to include it might be useful to use a vCard or a QR code so that user can very quickly and easily download those contact details yes if you have multiple offices with multiple physical addresses all of those contact details might be useful in some scenarios for some of your contacts but instead of packing it all into a signature visually and making it too big making it larger than the actual message itself instead what we can do is we can put it in a QR code or in a vCard that someone can download and immediately import into their contacts so that way they can still have access to all that information but it's not gonna clutter up the visuals of your signature it's not just about external contacts it's also about internal contacts to have an internal version of the signature that is only meant for your colleagues within your organization so for example the first thing you can see on here is that staff photo that's a great way to help build a rapport between staff maybe they work together on a project for a long period of time but they don't actually know what the other one looks like that might keep them from say bad-mouthing that project when that person is actually standing right in front of them in the cafeteria or it might just help to sort of sort out confusion when they meet with someone in person for the first time say they are meeting with two guys that work in another department one's called Neill ones called Chris how are they gonna know which ones which that photo can solve issues like that now similarly an internal extension included on that signature so very much like say having your external phone number on an email to contacts outside the organisation here we can save ourselves say a long 10 15 email long conversation with just a quick phone call hitting a couple digits on that phone and getting in touch same thing with their location within the building so you have multiple floors in a building so you actually have multiple regional offices this way someone will know where you are say you have a meeting they'll know where to go or say you have multiple offices around the world they'll know for example what time zone you're working in so to recap cultural cues will tell you what's going to be valuable in an organizational context try and think about what is actually going to provide utility for your contacts now also trying to about how much they need it and how much space it's going to take up I'm sure that in some instances your physical address may be useful but does everyone need it try and think about using savvy cards or QR codes to limit the amount of space that it needs also think about an internal version of your signature how can it be useful for internal contacts now the last point I wanna make is how are you gonna make sure that all those contact details are correct even if we have say three details in each person's signature say a name job title and an email address in those cases that's three contact details per person and even a small forty person organization that's a hundred and twenty details that we have to make sure are correct which means that it's a pretty heavy labor overhead every time we want to change that signature think about how you're gonna manage that going forward awards certifications industry accolades anything you might want to include on the signature that demotes that quality that expertise that you want to communicate to your contacts so in this example we've got someone who's a Microsoft Certified systems administrator that's just one it could be say a Google AdWords qualified individual like in the case of this marketing agency so they have their account managers emailing their clients giving them advice on marketing providing that marketing agency service now some of the topics that they will talk about are google adwords and so in that case there may be a slightly touchy subject there as that can be an enormous expense for some organizations they're paying to appear beside Google search results for terms like plasma screen TVs or next-generation video games console and so in those cases you're going to pay top dollar to appear beside those search results so it's a touchy subject potentially you might be asking them to spend a little bit more money than they're comfortable with or to spend a little bit less and risk missing out on some potentially high-profile customers so what they need is this certification to communicate this expertise this authority to show that they're an absolute expert in this field that Google has qualified them to do this to give them this advice that the advice they're providing is from years of training from passing some pretty tough exams and going on some pretty long and grueling courses it's not just something they cooked up on their own now it's not just at the individual level it's also at the organizational level so say you're one of the top workplaces to work for in 2012 saying you are one of the 100 fastest growing small businesses in a particular region any number of these things can be really useful even if they're not directly related to what you do or what your email at that particular time it says that you're an established partner within your industry it communicates this respectability this quality that you want to get across maybe it's not specific to the subject of your email but it is related to the type of quality and the type of excellence that you want to provide and communicate now I say there are also legal requirements in your field so say in your industry you are legally required to be listed with in this example say that property Ombudsman or for example that you're a member of the guild of real and local estate agents so what's interesting here is not necessarily that it's legally required to have these certifications on here but that people can know just by looking your mail that you meet all of the requirements that you are indeed aboveboard that your legitimate that you are qualified not necessarily to communicate expertise or experience or how established you are but just that they can have that reassurance in their mind when they speak to you as soon as they look at your email now don't overdo it this is maybe one of the most complicated components in terms of allowing yourself to put too much content in here now I appreciate that many things may be relevant try to have instead different versions of your signature that you use in different contexts say you're an import-export business and you work with different regions of the world when you're emailing North America show your certificates for importing contents into the u.s. and Canada etc if you're dealing with say the European region sure use difficut for dealing with the EU with the UK with France etc so have different versions in different contexts so just to recap you've paid for them so use them ensure that you get that value out of them also think about what's important and relevant don't just tack everything on there think about what's going to make a difference also think about it at the personal and at the corporate level so not just what individuals have achieved and been sort of awarded by particular industry bodies also think about what your entire organization is done now let's think about consistency across all your users make sure that people don't include something silly like you know their swimming badge from boys or maybe something that they are proud of think about how you're going to ensure that all these certifications are correct that they have the most recent version as sort of provided and displayed by that qualifying body like Microsoft or Google and ensuring they link to an appropriate page that describes what it actually means so connecting mail to social media using social media content so this is actually a major driver for email signatures so there are two types of this component on the one hand on the right as you can see we have a YouTube icon of a Twitter or LinkedIn these are the interactive buttons so maybe I could click that Twitter icon and immediately start following this person on Twitter or retweet something that they've tweeted and that's where it links down to that social media feed just underneath the signature so there we could show off maybe for example a recent tweet or maybe a snippet from our most recent blog post here we're showing off some of the content that we have on social media we're showcasing some of the stuff that we do and we can have effectively a two-pronged attack we have the social media feed to show people what we're doing and then that interactive button to encourage people to engage with us now there are many different contexts and different networks that you can use it doesn't have to just be the typical teenage social networks like Facebook and Twitter you could use all kinds of things even industry forums that are relevant might be useful or your corporate blog as in the case of Morgan Stanley so what they wanted was this continually updating feed in their email signature showing off what was being added to their corporate blog so that when they emailed their contacts they could see what they were promoting what they were putting up on there partly to provide information but also partly to entice people to interact with them even more on social media so think about how you can try and use the information that social media activity that you have to entice people to come and join you and what's going to be effective going forward so quick recap links to signpost show them exactly how they can interact with you also buttons to allow them to connect with you on that social media dynamic content to encourage them to want to join with you on social media think about it also at the individual and at the organizational level great example might be having a Interactive link to your Twitter account for the entire organization but maybe a LinkedIn link to that specific users LinkedIn account and also leverage the context think about when they're going to be looking at that particular email think about how you can encourage them to interact on social media in a way that's relevant to the way they're already interacting with you now going forward we also need to consider how we're going to ensure that this is updated frequently if we have a social feed in there how's it going to be updated in real time as I may be putting these tweets live on Twitter and how am I going to track interactions so if people are clicking on these links if they are coming through and following me and subscribing to my channel in YouTube etc how can I track those clicks and capture data on them a little bit about that shortly but now I want to move on to communicating marketing messages using a campaign banner so we have Vodafone here again if you remember from earlier in the presentation and what they're doing here is promoting the latest phones offered on their cell phone service so what they want to do is often and frequently update this banner so they're always showing off the latest set of phones after maybe two weeks three weeks this display as you see it now will perish it won't be accurate any longer so they need to have this constant churn needs to be constantly updated and they want to schedule those updates in advance so partly - we also want to think about how we can use this as a method for getting information to everyone that we email every single one of our contacts great example here is an event so as many people as possible coming to this it's a good thing no matter who they are no matter how we know them as long as they're there they're providing some value for us we're getting more of a cost-effective event the more people go so by putting this in the signature we guarantee that everyone that we email will see this now it's also great for any topic that might be difficult brooch for the person actually emailing so for example this is an automotive dealership and their salespeople will email out some of these potential clients and these potential customers and what we have here is a banner that promotes certain product extras so you might use this at a point when you're pretty sure that you're gonna close the deal you're pretty sure they're gonna buy the car and they trust you you've built a relationship but you don't want to do is rock the boat and make them worry that you're just trying to fleece them for as much money as possible so what they can do is they can put a banner in their signature they can select from a few different versions all of them conform to brand guidelines using the same high quality logo using the same contact details the only thing they have control over is the banner but what they can do is use a different version when they want to promote a different product extra ensuring that they can show one person that's open to maybe having this servicing contract this banner and a different person that's may be interested in satellite navigation a different version so that way they could tailor the message to bring up a certain product extra to make it part of a conversation without seeming to give a hard sell now it's also great for capturing data so we could do is you could add a click tag to the link in this banner so when someone clicks on it we can see who they are what their email address is and what they do on the page we could even track that in Google Analytics so we could see how long they spend on the page what page they go on to visit etc everything you would expect to be able to see via say any other online marketing channel you should be able to see about your signatures but it doesn't even need to be that complicated there's an a restaurant using signatures to promote their online booking tool so what they do is when someone emails in or calls in and they send out this confirmation email they have this little reminder to use their online booking tool that way the next time someone wants to book a table they can just do it online without any labor cost and much more quickly and efficiently for themselves so this way they can change customer behavior they're bringing the information to where their contacts are not expecting them to come to them to find out now I mentioned that this twofold it's also relevant for internal communications so here we have something that's promoting a quality initiative trying to get people ready to think about improving quality and resourcefulness and organization around the company so but we could do a number of things here we could maybe have a reminder for people to turn off their computers when they leave the office at night or to close windows during summer time anything that our colleagues or internal comms might be relevant for can be used in this manner so that was a pretty large section so I'm not going to recap everything I'm just gonna try and focus on the main points promotional banners work extremely well on signatures the clicks are free and we can track them just like any of them online marketing channel we can also allow individuals to decide which version of a message they want to show for various reasons and we can change behaviors because we know who is seeing it we know that we'll be seen again and again now lastly don't forget that it's also useful in an internal context and the last point I want to make is you will need to change them going forward you will need to update them automatically or easily in advance without having to have this huge labor cost of diving into them and trying to fix something so the legal disclaimer for legal compliance now this is just one quick slide because there's not as much to look at here but it's worth pointing out two key things first of all in many regions in many industries it is legally required to include a disclaimer on your email so the first thing that we want to have is a guarantee that it will be included on every applicable email so that we're not worrying about whether actually goes on we're not worrying about potentially getting fine or penalized or shut down merely because we forgot to include a disclaimer now the other point is that we want to add it intelligently so rather than adding it under every single email we send it could be added once in a conversation of replies and forwards etc and not again rather than underneath every single message we send it would be once down at the bottom out of the way and cluttering up our email so that was just one slide so the recap is pretty short just think about being compliant but no more think about adding it intelligently so it's not under every single message every line is a line you can't use for something better and of course the thing we have to think about maybe more here than anywhere else is enforcement if people can delete it or change it then it's not doing its job and that's why as we see it software is the best way to manage email signatures and we have seven reasons the seven C's of email signature software as to why it's the best way to manage them the first one control you decide how it looks and you decide which versions are applied to which departments just like we needed in a number of those examples in that certification section that marking agency that Microsoft Certified systems administrator we don't want those things going on departments email signatures who aren't actually qualified and we get the ability to change at will quickly and schedule changes in advance so someone can be updated automatically going forward just like for example Vodafone needed with their banner promoting their most recent phones every few weeks and Morgan Stanley having their social media feed automatically updating showing content from the corporate blog and then of course we have consistency so the knowledge that everyone's email signature will meet my brand guidelines that they will all be of that high quality I expect even if there are different versions for different departments they will all use the correct logo they will all meet the standard I've prescribed and it adds convenience so I know that I can change it easily and quickly and on top of that there's no learning curve it's not like there's a ton of training that I have to do it's not like I have to try and get my head around complex HTML I can just dive right in and do it and of course I can also capture data so I can add a click tags they can get just as much insight as to how successful my email signatures are as I would for any other online marketing channel just like that CRM software company we're doing and I can reduce cost both the labor cost of updating it manually and the opportunity cost of scaring away potential customers by looking on or amateur now lastly I get certainty I get the absolute guarantee that I will get all of those things but it's not that simple there are multiple types of email signature software to choose from there's distributed software and centralized software so de tributed software can be installed on any machine in your network a PC or server and from there it distributes signatures to program using to send email to Outlook so as you're writing your email you can see the signature underneath now centralized software works differently you type your message and then as it's processed by the email server then it's added so that means that you can't see it as you're typing but it can be added to email from any device now these are two different ways of achieving really the same thing signature control and signature management now I want to look at exactly what makes them different and the effect that has on what they can do distribute software lets you choose the signature as you send not change it but decide which version you want to use that might be perfect if you wanted to offer people a little leeway like that automotive dealership now it can also control formatting so deciding what font types what font size what color to use so you could lock everything down and say it has to be something professional something on brand it can't do recipient based rules so it couldn't change something automatically based on whom email is going to it can give you a reply or forward version but it's not able to automatically change it based on who's addressed so over to centralized software that can add email signatures to email sent from any device tablet smartphone desktop computer anything no matter where you on the world you can get the same high quality signature on every email you sent now it can also change the signature based on who an email is going to which is a great way to have an internal signature set up looking at who an email is going to seeing that it's an internal colleague and changing it to show this internal version so it's also adding content in real time perfect if we want to have a social media feed being updated as soon as something goes live on my social media network now it can also remove content automatically based on say if there's something like it already present in the message a great example there is going to be that disclaimer that we don't want appearing underneath every single email we sent now distribute software could be installed on a PC in the marketing department meaning they could control it all on their own without help from IT really whereas if you wanted you could let IT control it impart that marketing do some of the other aspects like designing it and making it look good now centralized software requires IT to control it at least in part because it's on the exchange server they're not gonna let marketing anywhere near it so marketing can still control the visuals that templates the designs still make it look perfect but IT would still need to do the more IT side of things too sending on rules permissions etc now I want to demonstrate both for you guys because exclaim er provides both types of software exclaim ur signature manager is our distributed option working with Outlook and exclaim ur mail disclaimers is our centralized option working with exchange don't be distracted by the names they both do signatures and disclaimers the difference is the way that they do them so we'll start off with a signature manager in this demonstration because mail disclaimers makes a little bit more sense once you know email signature software a little better let's get started now this is an example email signature here in Outlook provided by signature manager that's the software working directly with Outlook now in this example we're imagining that this company is an IT reseller so they're reselling software and hardware and the imaginary Brad Shepard that works in this company is a client manager in the sales department so he's advising customers on which software which hardware is going to be best for them and as we can see here in a signature he's a Microsoft Certified Professional and we actually can get a lot of information from his contact details here we know as a client management we know he's in sales but we still know that he's certified to provide that service we also can see that we can click this and follow data plus on Twitter and down here underneath we've got a tweet from their Twitter feed just to entice people to start file interacting them on social media and then underneath there's a little campaign banner promoting their webinar just to guide them through various products so I've also got a much simpler reply version which I can use if I want here it is nice no frills and that'll be automatically used when I open a reply message and then also interestingly I have a secondary version of that signature so here it's showing I'm Microsoft certified because that's going to come up a lot but in some cases people want to use Oracle software so in those instances I'm going to use the Oracle version of this signature to show that an Oracle certified I don't want both on there because it would break my design a little bit but instead I'm gonna have different versions to use the best one in each context so let's take a look at how I put this together in signature manager so this was a client facing signature but not every department is going to be the same in here I have multiple policies for the different types of roles in my organization so we've got this sales signature that's the one I had and you saw it there but the marketing signature is different so they aren't technically certified to recommend different products but instead they've got a different certification on their signature the company was Innovation Awards shortlisted that's communicating the type of quality and how established and respectable the organization is so they need that in their version so I've got separate policies for the separate departments now this is their default signature for new messages in Outlook just like it is say for the sales team however I also want to have a reply version of my signature and so here in the options tab this is set to be the default signature for replies and forwards and outlook so that means that I can have maybe this fuller more complete version on the initial message but on replies I can have this nice simple understated copy so I also have this secondary signature which I showed you a moment ago interestingly this isn't the default for new messages or replies it's just an option it can be included if needed but we're not gonna add it as a default because remember it was just a secondary signature now how have I differentiated between the different departments here if I go into this conditions tab this is only adding the signature if the user is a member of an Active Directory group specifically sales same thing here with this marketing signature so here in conditions this is only being added if the user is a member of the Active Directory group marketing now what if you're not in one of those well in that case we don't really need that much extra content so we just have this plain basic signature here just like the reply version so interestingly this doesn't have conditions Outlook user can be anyone it's that it's excluding certain users so if you're in marketing or sales because of course you have these signatures this will not be applied to your emails now interestingly because it's identical to the reply version this is the default for both replies and new messages in Outlook so you don't have to by the way create these templates from scratch you can just select one from our template library and swap in your own company logo and use one of these but you can if you want you can create from scratch right in the editor so for example if I click add it up here we can see I've got a company logo I've got some contact details and these fields will be automatically completed for each user so I can see how they look safe for this example user Karen green I can see how they look for myself I can see how they look for all sorts of people my organization just to make sure that they fit with all the longer job titles and names perhaps and if I need to I can edit it directly in the source HTML if I know HTML that well so I can close this but you'll recall that this wasn't the entirety of my signature I also had some extra content like this campaign banner and this social media feed these are being governed by these campaign policies so that we can add a little bit of extra content on using a separate policy and separate rules so let me show you why that's advantageous first of all if I go into our October banner now what I've done here is I have this additional banner in here under this image and in this date range feature I've said that this is only going to appear between these two dates because we're only holding these webinars during that month and if I click on edit what I can do is I can preview this and when I click on it you'll see that it goes through to the URL as normal but afterwards we have this email address added so that in Google Analytics we can track this and track whose email signature generated this traffic and when someone clicks on another page goes to visit something else we can see that all that traffic was generated by this particular user's email signature so if I close that I can show you how I put that together so in here I have my email signature banner now I have the image and what I've done is I've hyperlinked it and in the source view I've added in this contact detail field so that's going to be automatically completed for each user so if I click preview here then I can see that if I type in and say a different users name like my own and click apply that same page reloaded isn't going to end with Karen's email address instead it'll end with mine so if I close that and I type in say another colleagues name and click apply when I click on this as you'd expect it ends instead with his email address so it can differentiate between the two naturally and seamlessly within Google Analytics so let's close this let's take a look at how all this logic fits together in the policy tester so if I go down here into policy tester and I just go and click run test now it's gonna run this test with me as a user and this is the test date because remember we had some date sensitive rules set up earlier so I'll click run test and now it's only listing the signatures that I am applied to so for example I am only seeing signature sales sales signature secondary and the reply signature because I'm not in marketing and this one excludes me we are not going to look at those instead it's only going to show me the relevant policies so starting with this primary policy here it starts off looking exactly as I designed it we've got it just straight forward in their contact details certification and social media link but underneath we have all these campaign policies so if I scroll down we can see that here this date pattern doesn't apply in this rolling banner policy because it's not in this particular date range same thing for that next policy and then here the date range does apply yes it is between these dates so that means that I can decide exactly when different banners appear and I can seamlessly switch from one to the next sooo as soon as one stops the other one can start being triggered it's not like I have to manually go in here at midnight and switch them over or something so then it's asking if this condition does apply if for example I'm a member of sales and yes I am so if I scroll down a little further it applies its Outlook campaign as it says it's added this banner under here and if I cancel that and then in here it's asking whether indeed I'm in marketing or its sales because yes I am it's going to now add this Twitter feed policy so altogether we see it almost complete so down at the very bottom I can see it here with everything I need in it logo contact details banner social media feed and then over a little bit those same certification and follow buttons that I showed you a moment ago so same thing over here for my other secondary sales signature so it starts off looking exactly as I designed it and then as we go down it's having content added to it by each individual campaign policy nice now just to compare that with that reply signature so instead we have here is it just starts off plain no additional content because that's how this template was designed and then in here it's gonna skip each one of these policies as you can see because of course it has been set to have no campaign or disclaimers added to it so here in a policy tester we get the three signatures I showed you at the beginning I get my primary signature and then of course the secondary signature with the same banner content underneath and then this reply signature which is nice and plain and straightforward great now I mentioned in the presentation that you could also control fonts and formatting so in here for example this is my plain font policy citizen controlling signatures this is controlling the actual formatting of the message so if I go here in Outlook options you can see what I've selected so this font has been restricted to Arial typeface size 10 and that color has to be black and then it replies it's the same except for it's a navy colored font as usually happens in Outlook just keep people from using say Comic Sans or anything goofy now I've also said that it's gonna remove all previous existing signatures so that means that people can't tamper with my design or try and create their own signatures this is automatically going to overwrite them all and I can do the same for stationery which would prevent things like Outlook themes and backgrounds which can sometimes look a little unprofessional and unpleasant and just like in my other policies I can use conditions exceptions and date ranges to decide exactly who gets this and when now that was exclaim or signature manager let's go over and take a look at exclaim ur mail disclaimers so in here I can go to my smart phone policy so you'll notice first of all that this template is very very similar to that reply policy that I showed you earlier in fact it's identical so in this case what this is doing is this is adding this content which you saw in that reply version great but in this case it's going to add it to any message when a disclaimer isn't already present so what that means is it's going to detect when an email is blank it doesn't have a signature on it and add this one so if I'm emailing from a smart phone of course or from a tablet or any device that isn't using outlook that would have added those other signatures I showed you this is going to catch that and add on this signature so it's the simple nice reply one because we might be typing up on saying narrow smartphone and what we can do here is guarantee that there's always a high quality brand conformance signature on every message now it's also worth pointing out quickly that we can use additional conditions in exclaim or mail disclaimers so before we had conditions based on the user but here we can add in things based on the sender the recipient which is slightly different so I could maybe if I wanted have a policy just for certain recipients great example might be instead of showing you this smart phone policy this internal policy so when here I've got say staff picture and some of their internal details that are relevant so here in conditions I'm only gonna add this signature when the sender is inside my organization and the recipient is inside my organization now let's take a look at the template I've made for this internal signature because I've done some interesting things with the contact details so here we have display name their internal extension their IP Phone and then of course the office that they work in so if I hit preview and I say type in my colleague Elizabeth name we can see she has all the details display name her internal extension the office that she works in perfect but my colleague Taylor I know for a fact doesn't have an internal extension he's generally working out on the road so we haven't given him an internal extension because he's so rarely at his desk in the office so if I hit apply it's hidden that internal extension field so instead you see Taylor we see office but there's no unusual blank space next to extension so if I click design here let me show you how I put that together so actually let's start from scratch let me grab this we'll just delete it all first thing I want to do is insert an HTML table that's just to hold everything in place then I will stick in the thumbnail photo that you saw there profile picture so go up to fields and I'll select 80 pictures and thumbnail photo so it'll pull it directly from the active directory great now I could preview I can see the photo in there for Taylor I can probably see it for Elizabeth too if I wanted great so now what I want to do is split this particular row so that I can have those multiple rows for contact details you saw previously so I'll right click select split and select vertical in this case rather than horizontal that way I can have these multiple rows you saw earlier so now let's start putting in these contact details so the message sender go to general hit display name and I'm just gonna work my way down that way now here I'm gonna add in the prefix that you saw ext and then I will select hide if blank now if I leave it as it is and I hit preview for some users it will just be left blank so for example Taylor still has it appear even though he doesn't have an IP phone whoops whereas say for my colleague Walt his does so that's fine what we want to do here is use this hide if blank feature and set it to true so that if someone doesn't have that particular contact detail we don't get that annoying blank space that we saw earlier great so again let's just add in another field nice so if I hit preview I can see it for Taylor I can see it's safe for my colleague Walt nice I can maybe see it for me great so that's how you can put it together if you so choose though as I said earlier you have a full template library to choose from so just to quickly mention it now you saw in here how we pretty much had all the six C's conforming with the logo contact details connecting with social media certification we've got the communicating campaign banner we've got more social media down here however where's the disclaimer now what I've done is I have it being added at the server level so here instead what we're doing is adding the disclaimer as it passes through exchange so instead of it appearing under every single message I write it's going to appear once down at the very bottom of the email trail so what I have here is in mail disclaimers I have these original message above reply separator and original message below reply which means that for example if I wanted I could set it so that content appears not underneath my most recent message say this is the one that I've written but instead appears down here at the very very bottom so instead of adding it an Outlook I've added it using exchange so that I can have a little bit more flexibility and on top of that I have the ability to ensure that multiple disclaimers are not added great so those are our two signature products in a nutshell really now back into the presentation to explain a few things that aren't necessarily apparent as you go through a demonstration so in any organization we would actually see room for both products signature manager to let you see the signature as you type and choose which one you want to use as you go and then mail disclaimers to cover smartphone use to add those signatures when you are emailing from an iPhone or a blackberry or another mobile device now you could also have the different types of software control different components in the signature say have signature manager covers some of the content that you want people to have a little choice over or to see as they're typing the message like the campaign manner like the contact details and also mail disclaimers to cover the content you want to automatically add like the mail disclaimer and then also any social media content that you want to have updated in real time as soon as it goes live so for example a feed from a recent social media site so now that you know a little bit more about our signature software you can of course download a free trial from our site and it's fully featured as all of the capabilities of the purchased product the only difference is you can only use it for 30 days now you can also try it in a secluded cloud environment if you have very big or busy environment and you maybe need a little help then we will be very happy to offer you your own test environment up in the cloud if your environments that big or that busy let us know we can give you a hand we can also guide you through installation and offer our template design service from our dedicated in-house design team and the guys doing that will be Microsoft certified IT professionals who can help you out via phone email and online chat and if you need any help by our most remote desktop they'll be happy to do so in multiple time zones so whether you're in London or Louisiana you can get help during your office hours now we price our products per email user so they have 10 users or 10,000 you always get an affordable cost effective price and you get a huge discount on support me take three years support and he can get that in multiple currencies u.s. dollars Australian dollars Canadian dollars British pounds and euros so for any more information go to our website we have a ton of collateral up on there that you can use and you can make use of and devour and also get in touch on help at exclaiming comm or any of the contact details at exclaim or comm ford slash contact so thanks a lot for watching and have a great day