Team email signatures

Teams

Choose existing Lynkle cards, customize one design, and publish each person's signature to Google Workspace or the shared Outlook add-in.

Before you start

  • A Lynkle Teams subscription and organization owner access.
  • At least one existing public card managed by your team.
  • A Google Workspace or Microsoft 365 administrator to connect your email provider.

Connecting your provider and previewing a design do not change existing mailbox signatures.

Customize signatures together

  1. Select existing cards

    Open Cards > Email signatures. Search by name, handle, or mailbox (suggested or assigned). You can also filter by card template. Select individual cards or all cards matching your filters. You can customize up to 100 cards at a time.

  2. Choose one design

    Select Customize signatures to open the Signature Studio on its own page, with those cards already selected. Choose a layout, background, border, and elevation. Select Edit details for contact details and social icons. Brand and Accent use each card's own colors. Custom applies the color you choose to every selected card.

  3. Review each person

    Previews update immediately as you change the design. Use Preview card to switch between the selected cards. In Edit details, choose which contact details to show for everyone and resolve multiple addresses for individual cards. Use Selected cards to change the cards included in this design. A layout may require details such as a photo or contact method before it can be deployed.

Previewing does not save or deploy signatures. The back arrow returns to the previous step. You can use browser Back and Forward between customization and deployment review. Lynkle keeps your unsaved design in this browser tab, including after a reload, when browser storage is available. Returning to the card list keeps your selection and list filters.

Deploying or publishing saves the shared email signature design to each selected card, replacing its previously saved email signature design. It does not change the business card design or contact details.

Deploy to Gmail

  1. After reviewing the design, select Review and deploy.
  2. Check or enter each person's primary Gmail address in the exact Workspace domain shown on your connection. Addresses on secondary domains are not supported by this connection. Changing the signature's visible email does not change this mailbox.
  3. Select Deploy N signatures to Gmail, where N is the number of signatures to deploy. Lynkle verifies each mailbox and deploys its signature.
  4. If a mailbox or card already has another assignment, review the warning and explicitly select Replace the existing signature assignment before trying again.
  5. Keep the page open until every card shows a result. Deployed confirms success. Leaving the page can interrupt deployment, and cards not yet submitted will not be deployed. A card that needs attention does not block the other valid cards.

Deployment replaces the primary mailbox's current Gmail signature. It does not change existing messages. Open Gmail on the web and compose a new message to check the result.

Each deployment makes one attempt. If a signature needs attention, read its error, return to the design to correct the issue, then select Review and deploy again. Failed deployments are not retried automatically. Previews expire after 30 minutes. Refresh an expired or changed preview before deployment.

Publish to Outlook

Choose Microsoft 365 under Email provider in the studio, then select Review and deploy. Check each primary mailbox and select Publish N signatures to Outlook, where N is the number of signatures to publish. Keep the page open until every card shows a result. Your administrator must also approve add-in sign-in and deploy the manifest to the intended users. Follow Microsoft 365 setup.

Ready for Outlook means ready for the add-in. Inserted in Outlook means the add-in reported inserting that version. Outlook publication does not change every device immediately or rewrite existing messages.

How cards map to mailboxes

Each existing card gets its own row. Several cards can belong to the same administrator, even when the people represented do not have Lynkle accounts. Pending cards, invitations, and people without an existing card are excluded.

An existing mailbox assignment stays assigned even if the card's email address changes. For a new suggestion, Lynkle uses a unique work email on the card, or its only valid email. It does not use the creating administrator's login as a fallback.

Changing a card's assigned mailbox leaves any signature already installed in the old Gmail mailbox in place. Remove it in that mailbox's Gmail settings. After the move, Remove signature applies only to the new assignment.

An address copied from a card template can still be suggested if it is saved on the card. Check that each mailbox belongs to the intended person. Multiple possible addresses need a choice; suggestions are not provider-verified matches.

Hiding an email address in the signature changes its appearance, not the mailbox that will receive it. Selecting a social platform includes it only on cards that have that profile.

Prepare your email provider

You can also use the downloadable setup checklist to follow the connection steps.

Remove signatures

To stop managing signatures for some mailboxes, open Email signatures, select their cards, then select Remove signature (or Remove N signatures) and confirm. Lynkle clears the Gmail signatures it deployed, leaving those mailboxes without a signature. In Outlook, the add-in stops inserting the signature into new emails. Messages already sent are not changed.

If Lynkle cannot clear a Gmail signature, for example because the connection is disconnected, it still stops managing the signature and lists the mailboxes you need to clear in Gmail.

Connections and disconnecting

Email signature connections are separate from contact sync. Disconnecting a signature connection in Lynkle keeps your cards and saved designs, but pauses its mailbox assignments. After reconnecting, review and deploy those signatures again to resume them. Contact sync stays connected; disconnecting contact sync also leaves signature management intact.

Disconnecting stops future management and prevents new Outlook insertions. It does not erase signatures already installed in Gmail or inserted into Outlook messages. Reconnecting Microsoft 365 also requires republishing existing signatures before the add-in can insert them again. Removing a shared app's permissions directly in Google or Microsoft can affect every integration using that app; use the relevant connection's disconnect action in Lynkle when you want to stop just one integration.

Card changes

Private or deleted cards cannot provide an active signature. The same lifecycle rules apply to personal and team signatures: making a card private suspends its signature assignment, and deleting the card removes the assignment. Previously delivered messages are not changed.

Deactivating a team member pauses their assignments. Cards with existing team assignments remain listed as Inactive member so you can select Remove signature to clear their Gmail signatures. You cannot deploy new signatures for an inactive member.

Using Outlook with Lynkle Pro

For an individually managed signature, follow the shared Outlook add-in guide.