Signatures for a team of 10 without a server-side subscription

Two models: added on the server, or pasted by each person

Exclaimer and CodeTwo manage signatures centrally. Both route outgoing mail through their cloud service and add the signature after the email is sent, so it appears whatever device or app the person used. Both also offer an Outlook add-in that shows the signature while writing, and both fill in each person’s details from the directory (Microsoft Entra ID; for Exclaimer also Google Directory).

Signature Desk makes a template. You set the company look once, add up to 10 people, and each person pastes their own email signature into Gmail, Outlook or Apple Mail. Nothing runs on a server and nothing is uploaded; a change means pasting again.

Both also have free one-signature generators

If you need one signature, you do not need a subscription from anyone. CodeTwo’s free generator is free for personal and commercial use and needs no account. Exclaimer’s free generator lets you design a signature, copy the HTML and paste it into Outlook or Gmail; for a team it says you can make one at a time or switch to its paid product.

Where Signature Desk differs is the small team: one company template for up to 10 people at once, rows pasted from a spreadsheet, a team link that opens the generator with the template set, and a legal footer for Polish and UK companies.

Where Exclaimer and CodeTwo are the better choice

• Central rules. Different signatures by department, group, sender or recipient, and different ones for internal and external mail.
• Banners and campaigns. Scheduled marketing banners in every signature, targeted at some teams or clients.
• No pasting. Signatures added on the server reach mobile replies and new starters without anyone touching settings.
• Large Microsoft 365 or Google Workspace tenants. Exclaimer covers Microsoft 365, Google Workspace and Exchange; CodeTwo covers Microsoft 365, and Exchange Server with its on-premises product.
• Directory as the source of truth. Job titles and phone numbers come from Entra ID (or Google Directory with Exclaimer), so a change in the directory updates the signature.

As of October 2026 both list a minimum of 10 users and a 14-day free trial. Exclaimer’s plans start at $0.90 per user per month, billed annually; CodeTwo lists $1.22 per user per month for 10 users on a yearly subscription. Prices are in USD from their pricing pages and change; check them before you buy.

Who Signature Desk fits

• A team of up to about 10 people who all use Gmail, Outlook or Apple Mail and can paste a signature once.
• One look for everyone, with no rules per department and no rotating banners.
• A Polish sp. z o.o. or S.A., or a UK limited company, that needs the legal details in every email.
• Anyone who does not want to give a third-party service access to their mail flow or directory, or to upload staff details.

It does not fit if signatures must appear on every message from every device without anyone pasting them, if you need rules or campaigns, or if you have more than 10 people. For that, use Exclaimer or CodeTwo, or have it set up centrally in Google Workspace or Microsoft 365.

Moving fields from your current signature

1. Open a recent email you sent and copy the parts of the signature: name, job title, phones, email, website, social links, call to action and any legal lines.
2. For the logo, right-click it on your website and copy the image address. Signature Desk links the logo instead of embedding it, because Gmail and Outlook on the web strip embedded images.
3. For the team, export people to a spreadsheet (name, job title, phone, mobile, email) and paste the rows into “Paste from a spreadsheet”; a header row is recognised.
4. Copy the team link so new people make theirs the same way, and remove the old signature in each app before pasting the new one.

Questions