IT Pro: How to update email signatures in Outlook cross-platform (365 Add-in)

This guide is for cross-platform deployment using the Xink Add-in through Microsoft 365. Works seamlessly across web-based Outlook, desktop, and mobile clients in the Microsoft 365 environment.

The 365 Add-in (also known as an integrated app) extends Exchange-based services like Outlook by securely integrating advanced email signature capabilities. Hosted by Xink or Microsoft, the add-in communicates with Exchange Online via Exchange Web Services (EWS) and Microsoft Graph, ensuring security and compliance.

Admins can deploy, manage, and control access to the Xink 365 Add-in directly through the Microsoft 365 Admin Center, making it easy to enforce organization-wide email signature policies.

The Add-in will set the new, reply, and optional email signatures, allowing the end-users to see their signatures as they compose the email. In addition, they can select among multiple signatures (shared mailbox signatures, other languages, an internal signature, etc.).

• New Outlook for Windows
• New Outlook for Mac
• Outlook "classic desktop" for Windows 
• Outlook "classic desktop" for Mac > Learn more.
• Outlook on the web
• Outlook for Android (when using the Manifest version)
• Outlook for iOS
• Outlook on Citrix
• Outlook on Azure Virtual Desktop
• Outlook on RDS

This article provides a step-by-step guide for installing the 365 add-in within your Microsoft 365 tenant, either for pilot users or across your entire organization.  

There are two Xink Add-in deployment methods:

1. AppSource (Microsoft public store) - Entire organization or groups with AAD as the data source.
2. Manifest (Xink private store) - RECOMMENDED - Includes Outlook for Android, multi-company functionality and customizable features.

If you need remote help and have 365 admin credentials, we will help you get started on a quick remote session > Pick our time slot (30 min.).

Prerequisites:

Access required: Global Admin, Exchange Admin, and Azure Application Admin can access Integrated Apps and deploy add-ins in Microsoft 365. We recommend using the latest version, 2404 or higher. 

1) Deploying the Add-in to your Microsoft 365 tenant (AppSource method)

As a Global Administrator, you can quickly deploy email signatures to every employee (end-user) within your organization, regardless of where they are based. There is no end-user involvement, which reduces IT overhead.

1. Log on to the Microsoft 365 Portal as a Global Administrator. 
2. Open the admin center.
3. Under Settings, select Integrated Apps.
4. Click Get apps to open the App Store. The Microsoft 365 App Store window is displayed:
   
   
5. In the search box, type Xink.
6. Once the app loads, click Get it now:
   
   
7. The Confirm to continue window is displayed. Click Get it now to start the deployment process:
   
   
   
8. As required, select which assigned users should get updated by the Xink Add-in:
   
   - Just me: Select to assign only yourself to get email signatures updated.

   - Entire organization: Select to assign signatures to everyone.

   - Specific users/groups: Select to assign signatures to specific users or groups (you cannot use nested groups).
   
   

9. Click Next to proceed. 

10. You need to accept permissions for the new app for your tenant. Click Accept permissions to grant access.
     

    Note:

    If you don’t see the prompt and are redirected to the permissions list, simply click Next to accept and continue.

    
    

11. Once prompted, sign in with your Microsoft 365 as a Global Administrator (be sure to enter the credentials for the correct Microsoft 365 tenant).

12. Once signed in, you must accept a permissions request for the Xink Add-in by clicking on Accept:
    
    

13. Once you accept the permissions, click Next to proceed.

    Now, review your selected settings for the deployment.

14. Once you have reviewed and are happy with the options selected, click Finish Deployment to complete the deployment process.  

15. Once the deployment is complete, click Done to proceed. 

16. The Integrated apps screen is displayed, listing the Xink app.:
    
    

    
    NOTES: 

    It may take some time for the Xink app to appear in the Integrated Apps list—please click Refresh to refresh the list. 
    It can take several hours to deploy the Xink Add-in to all users within your organization.
    
    

2) Deploying the Add-in to your Microsoft 365 tenant (Manifest method)

1. Download the manifest from the Xink portal. Preferences > Integration > Microsoft 365 add-in:
   
   

   

2. Login to https://admin.microsoft.com/Adminportal/Home?source=applauncher#/Settings/IntegratedApps and choose to Upload custom apps.

   

3. Select Upload manifest file. Choose your manifest file and hit Next once validated.

   

4. Select the target user group, or you may select the Entire organization if you're deploying for all employees. Please note that nested groups are not supported.

   
   

5. Login with Microsoft 365 global admin credential. (The Permissions requested window below may or may not show up if it shows up - Please Accept)

   
   And then click, -> Accept permissions. 
   
   

   Note:

   If you don’t see the prompt and are redirected to the permissions list, simply click Next to accept and continue.

   

6. Finish the deployment. Note that it may take several hours up to 3 days before an add-in is visible to the users. If installation takes longer than mentioned, please report the issue to Microsoft support.
   
   

Once the add-in is deployed, it will automatically set up your new and reply email signature.

Look for the Xink icon if you need to choose an optional email signature (e.g., another language version).

Outlook on Windows:

Outlook on the web:

Outlook for iOS (and Android):

How to verify email signature updates for Outlook 365?

Go to the Employees menu of the Xink admin portal and look for the green dot, which shows the time stamp of the last email signature updates.