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

This guide is for cross-platform deployment using the Xink Add-in through Microsoft 365.

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

  • Outlook on Windows
  • Outlook for Mac
  • Outlook on the web
  • Outlook for Android (when using the Manifest version only)
  • Outlook on Citrix
  • Outlook on Azure Virtual Desktop

This article guides you through the process of how you can install the Xink Add-in for a single user or deploy it to your Microsoft 365 tenant. There are three Xink Add-in deployment methods:

  1. Browse add-ins (Microsoft public store) - Single-user.
  2. AppSource (Microsoft public store) - Entire organization or groups with AAD as the data source.
  3. Manifest (Xink account store) - Multi-company functionality and flexible data sources, incl. SQL.

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.).


Access required:  Only Global and Exchange administrators can access Integrated Apps and deploy add-ins in Microsoft 365.

As per the Microsoft article: Windows 10 version 1903 or higher and Microsoft 365 version 16.011629 or higher.

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Installing the Xink Add-in via Outlook browse add-ins (Microsoft public store)

We do not recommend that end-users install the add-in directly from the add-in public store.

Installing manually is missing functionality compared with the central deployment via Exchange Integrated Apps (see methods no. 2 and 3). E.g. the New/Reply email signature is not automatically set.

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

This method requires an Azure AD connection (AAD).

As a Global Administrator, you can quickly deploy email signatures to every employee (end-user) within your organization, irrespective of where the employees 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 the permissions for the new app to your tenant. Click Accept permissions to grant access:

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

  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.:


    It may take some time for the Xink app to appear within the Integrated Apps list - please click Refresh to refresh the list. 
    It can take up to 8 hours to deploy the Xink Add-in to all users within your organization.

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

The method does not require Azure AD as the data source.
It works with AAD, AD on-prem, SQL Azure and SQL on-prem.
It works with Outlook for Android.

A unique feature of the Manifest is that it allows you to modify and target only one company within a multi-company tenant. Ping our support, and we'll help you modify the XML file if you need this functionality - Thanks.
  1. Download the manifest from the Xink portal. Preferences > Integration > Microsoft 365 add-in:

  2. Login to and choose 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.

  6. Finish the deployment. Note that it may take several hours up to 2 days before an add-in is visible to the users. If installation takes longer than mentioned, please report the issue to Microsoft support.

  7. 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:

    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.

    How to update signatures for older versions of Outlook?

    In Outlook 2019 and 2016, the end-user must pin the add-in to force the signature to append automatically.

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