Signature variants

Use on-reply and internal signature variants to show different designs depending on the email context. Available for Microsoft 365 users only.

Signature variants are only available for Microsoft 365 / Outlook users. Gmail does not support multiple signature variants per email context.

Signature variants let you use different signature designs depending on the email context. Instead of showing the same full signature every time, you can set up lighter versions for replies and internal emails.

From the signature detail page, click the Variants tab.

How variants work

Every signature has a Primary signature — the main design used for new outgoing emails. Variants let you define alternative designs for two other contexts:

On-Reply signature — Used when a teammate replies to or forwards an email. This is typically a shorter version of the primary signature — for example, just the name, title, and phone number without the full banner or social icons.

Internal signature — Used when a teammate emails someone within your organization. This might be a minimal design since recipients already know the sender, or it could use a different visual style for internal communications.

Activate a variant

Each variant has an activation toggle below its preview:

• Activate On-Reply signature — Yes / No
• Activate Internal signature — Yes / No

Set to Yes to enable the variant. When set to No, the primary signature is used for that context instead.

Each variant also has its own Activate Marketing Campaign toggle, letting you control whether campaign banners appear in replies and internal emails independently from the primary signature.

Edit a variant

Click the ⋯ menu on any variant card to access two options:

• Edit Variant — Opens the variant in the signature editor so you can customize its design independently from the primary signature
• Reset to Primary Signature — Reverts the variant back to match the primary signature design

[screenshot: Variants tab with on-reply and internal signatures, menu open]

A common setup is to keep the primary signature with the full design and campaign banner, use a shorter on-reply variant without the banner, and use a minimal internal variant with just the name and title. This keeps external emails on-brand while keeping internal threads clean.