How to Merge Employee Data into Your Signature Using Fields

Learn how to simplify email signature management by using merge fields. This lets you create flexible templates that automatically populate each employee’s data—no need to manage individual signatures.

Step-by-Step Instructions

  1. Create a Template with Merge Fields
    Instead of maintaining a separate email signature for each employee, create a dynamic email signature template by inserting fields such as employee name, title, phone number, and more.

  2. Field Values Are Automatically Merged
    When a field is inserted, the signature will pull corresponding details for each employee from the data in your system.

  3. How to Insert Fields
    Open the signature editor and choose Insert Field to add dynamic placeholders.

  4. Use the Preview Function
    Watch the preview to see how the final signature will look for each employee.

      

Working with Different vs. Shared Company Info

Multiple Company Names/Locations
If employees work under different brands or locations, manage this data per user in the Employees menu:

Same Company Name/Location
If all employees share the same company/location, you can remove the fields and apply static text in the template:

Next Steps

  • Review your Employees' data to ensure all fields are filled in.
  • Preview your template across departments.
  • Consider using Custom Fields to include role-specific or brand-specific data.

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