Outlook email signature add-in

The Lynkle Outlook add-in inserts the published signature associated with your Microsoft 365 sending account. It uses the same add-in for Pro and Teams.

Before you start

• A public Lynkle card and a saved email signature.
• Lynkle Pro or Teams for an individually managed signature, or a signature assigned by your Teams administrator.
• A Microsoft 365 work or school mailbox and a supported Outlook client. Personal Outlook.com, shared mailboxes, aliases, guest accounts, and Outlook mobile are not supported by this package.
• Permission to install custom Outlook add-ins. Your organization may require its administrator to install the add-in or approve sign-in permissions.

Use Outlook on the web, new Outlook for Windows, or a Windows/Mac version supporting Mailbox 1.13 and NestedAppAuth 1.1. See Microsoft's supported authentication guidance.

Connect your individual signature

1. Open your card's Email signature screen and create or save your signature.
2. Under Create and install, choose Outlook.
3. In Lynkle Outlook add-in, select Connect Microsoft 365 and sign in with the account you send email from.
4. Lynkle returns you to the studio and publishes your saved signature on first connection. When reconnecting a paused assignment, select Publish saved signature to Outlook to re-enable it. If the mailbox or card already has an individual assignment, review and confirm its replacement before publishing.
5. Select Install Outlook add-in, then Download add-in and follow the installation steps below.

Lynkle verifies the Microsoft identity and its primary email address. The email printed in the signature does not determine which account is authorized to retrieve it. If your team manages the card or mailbox, your administrator must change its assignment.

Install the add-in

Your Microsoft 365 administrator can deploy the downloaded manifest through Settings > Integrated apps in the Microsoft 365 admin center. For team deployment, follow Microsoft 365 team email signatures.

For individual installation, use Microsoft's custom add-in installation instructions. Where your Outlook client offers My add-ins > Custom add-ins > Add a custom add-in > Add from file, select the XML manifest downloaded from Lynkle. If these options are unavailable, ask your Microsoft 365 administrator to install it. Lynkle does not require you to register an Entra application or create a client secret.

Insert your signature

1. Compose an HTML message, reply, or forward in Outlook.
2. Open Lynkle signatures from the ribbon or Apps menu.
3. Select Insert signature. Complete Microsoft sign-in or permission approval if prompted.
4. Check the signature before sending. Inserting replaces the current signature region; it does not send the email or replace your message text.

When you save a new version of a connected individual signature in Lynkle, the add-in retrieves that version on the next insertion. Team-managed signatures change when your administrator publishes a new version. Existing drafts and sent messages are not rewritten.

The add-in checks the selected From address. Changing to an unsupported or unassigned account must not reuse another account's Lynkle signature. With administrator-deployed event handling, a signature previously inserted by the add-in is cleared when its sending account changes before a replacement is loaded. With individual manual installation, choose Insert signature again after changing From so the add-in can check the new account; it cannot run in the background when its task pane is closed.

Status and disconnecting

Ready for Outlook means ready for retrieval. Inserted in Outlook means the add-in reported a successful insertion, not that every device has been updated. If the confirmation request fails after insertion, the signature can still be present in Outlook.

To disconnect an individual signature, open its Outlook panel and select Disconnect Outlook signatures, then confirm Disconnect email signatures. Teams administrators manage their connection through Manage connections. Contact sync stays connected. Disconnecting stops future retrieval; signatures already inserted into messages remain. Making a card private or deleting it also stops future retrieval. Deleting a card removes its generated images, which can make images in older messages unavailable.

Troubleshooting

• No active signature is assigned: connect and publish your saved signature, or ask your Teams administrator to check the card and mailbox assignment.
• Permission approval is required: ask your Microsoft 365 administrator to approve Lynkle's signature retrieval permission. Teams administrators can use Set up Outlook > Approve Outlook sign-in.
• This Outlook version does not support secure sign-in: update Outlook or use Outlook on the web.
• Outlook cannot update the signature: compose in HTML mode and check your connection. Plain-text messages cannot contain the signature image.
• The add-in is missing: check that it was installed for this user and allow for Microsoft's deployment propagation time.
• You are offline or the request fails: no background retry is scheduled. Existing message text is kept. Check the connection before explicitly inserting again.