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.

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.).

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

This article guides you through installing the Xink Add-in for a single user or deploying 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 private store) - Multi-company functionality and flexible data sources.

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.

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


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.

Manual installation lacks functionality compared with central deployment via Exchange Integrated Apps (see methods no. 2 and 3). For example, the New/Reply email signature is not automatically set.


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


This method requires a Linked Azure AD connection (AAD).
UPN/SMTP must be the same > We refer to the Manifest version with different UPN/SMTP

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:

  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.


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 when the UPN/SMTP differs (except for Outlook on Android).

A unique feature of the Manifest is that it allows you to modify and target only one company within a multi-company tenant. If you need this functionality, ping our support, and we'll help you modify the XML file. Thanks.
  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.

  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.

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):



Note: For cases of redeployment, you can remove the current Add-in in 365 Integrated Apps, then immediately add/upload the Add-in once the previous one has been removed. Allow 12-24 hours for the new Add-in to take effect.

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.



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