WiseStamp for IT › Microsoft 365 › Step 11 of 12 — Employee Rollout Handoff
Audience: IT, to brief employees. The first section is an internal reference; the second is copy you can send.
What employees should understand
Their signature is created and maintained centrally by an admin. They do not build or install it.
When the organization updates branding or details, the admin pushes the change to everyone at once.
Outlook Add-In users must restart Outlook desktop and refresh Outlook web once for the signature to start appearing.
Signatures are applied automatically to new messages, replies, and forwards.
Employees who want to change their personal details (title, phone, etc.) should contact their admin — unless the admin has enabled self-editing (see Ongoing Admin Guide).
For server-side deployments, there is nothing for employees to install or restart; signatures are added automatically in transit.
Action required by employees (by deployment type)
Deployment | Employee action |
Outlook Add-In (client-side) | Restart Outlook desktop; refresh Outlook on the web. One time. |
Server-side | None. |
Hybrid | Restart/refresh Outlook (same as Add-In). |
Self-service signature link (optional)
If you allow employees to review or edit their details, send them their signature link: Employees > [three-dot] > Send signature link. Editing scope is controlled in Settings > Employee Hub > Employee editing permissions.
Employee communication template
Copy, adjust the bracketed parts, and send. Keep it short — most employees need only the restart step.
Subject: Your new company email signature is now active
Hi [team],
We’ve rolled out company-wide email signatures through WiseStamp. Your signature is set up for you automatically — you don’t need to create or install anything.
One quick step (Outlook users): Please restart Outlook on your desktop and refresh Outlook on the web once. After that, your signature will appear automatically on new emails, replies, and forwards.
[If server-side only: There’s nothing you need to do — your signature is added automatically to every email you send, on any device.]
A few notes:
The signature is managed centrally, so company updates (branding, campaigns) will appear automatically.
Need to correct your title, phone, or other details? Contact your IT administrator.
Seeing two signatures, or no signature? Remove any signature you previously pasted into Outlook manually, restart Outlook, and if it persists contact [IT alias].
Thanks, [IT / Admin name]
Common employee questions (FAQ)
How do I make my WiseStamp signature appear? Restart Outlook desktop and refresh Outlook web. That’s it. (Server-side: nothing required.)
How do I stop the signature appearing on replies? Signatures deploy on new messages, replies, and forwards by default. To change when they appear, contact your admin.
I want to change my title / phone number. Who do I contact? Your account administrator. If you’re not sure who that is, contact WiseStamp support and they’ll direct you, or reach your internal IT alias.
I see two signatures. You likely have an old manually pasted signature in Outlook. Remove it (Outlook signature settings), restart Outlook, and the duplicate should disappear. See IT if it persists.