Short answer:
Use merge fields to create one dynamic email signature template that automatically inserts each employee’s details—no need to manage individual signatures.
Merge fields allow you to simplify email signature management by using a single template that automatically populates employee data such as name, title, and contact details.
This approach ensures consistency across your organisation while reducing manual work.
Step-by-step: Use merge fields in your signature
- Create a template with merge fields
Instead of creating individual signatures, build a dynamic email signature template by inserting fields such as name, title, phone number, and email. - Field values are automatically merged
The template pulls the correct data for each employee from your directory or imported data source. - Insert fields in the editor
Open the signature editor and select Insert Field to add dynamic placeholders where needed.
- Preview the result
Use the Preview function to see how the signature will appear for different employees.
Working with company information
Different company names or locations
If employees belong to different brands, offices, or locations, manage this data per user in the Employees menu.
Shared company information
If all employees share the same company details, replace merge fields with static text directly in the template.
Best practices
- Ensure employee data is complete and up to date
- Use Preview to test different users and scenarios
- Keep templates clean and avoid unnecessary fields
- Use custom fields for department- or role-specific content
Next steps
- Review employee data in the Employees menu
- Test your template across multiple users
- Expand with custom fields for advanced use cases
