How South Yorkshire Housing Association carried its email signatures into Microsoft 365 in one day with Exclaimer
HQ:
Sheffield, England, United Kingdom
Industry:
Non-profit
Size:
500+ employees
Features used:
Background
South Yorkshire Housing Association (SYHA) ran its email signatures on software built for Microsoft Exchange. Then it decided to move the whole organization off Exchange, onto Microsoft 365. That left a question: what happens to the standardized signatures every employee depends on?
SYHA is a not-for-profit organization providing housing, care, and support services across South Yorkshire in the UK, a mission it has carried out since 1972. It has used Exclaimer since 2010, originally running the on-premises email signature software built for Exchange. When the Microsoft 365 move came, that on-premises setup could not follow. SYHA needed a cloud-based replacement that kept the same standardized branding in place, without asking employees to notice the switch underneath them.
Before & after
Before
On-premises email signature software tied to Microsoft Exchange
Signature management dependent on the old on-premises setup
Risk of losing standardized branding during the move to Microsoft 365
After
Centrally managed email signatures through Exclaimer's cloud solution
Self-serve templates the team can set up and adjust at its own pace
Standardized branding carried over to Microsoft 365 with no visible change for employees
South Yorkshire Housing Association's challenge
SYHA's ICT team had a specific brief: move the organization from Microsoft Exchange to Microsoft 365 without losing the standardized email signatures employees relied on every day.
The ICT team faced a few specific hurdles:
Migration risk: The on-premises email signature software was built for Exchange, so the move to Microsoft 365 meant retiring it rather than simply updating it.
No room for disruption: With the whole organization depending on consistent, professional email signatures every day, any gap during the switch was a risk worth avoiding, not a risk worth taking.
Limited ICT resources: As a not-for-profit ICT team, SYHA needed a setup that would not add to its administrative workload once it was live.
The results
500+
email signatures standardized under one system
1 day
to migrate to Exclaimer's cloud solution
Zero
disruption to end users during the migration
How Exclaimer helped
Exclaimer's cloud solution let SYHA carry its existing email signature standards straight into Microsoft 365, without rebuilding the setup from scratch or relying on ICT to manage the switch by hand.
With Exclaimer, SYHA can:
Migrate without losing consistency: move from an on-premises, Exchange-only setup to a cloud platform built for Microsoft 365, while keeping the same standardized email signatures across the organization.
Set up templates independently: use Exclaimer's self-serve resources to build and adjust email signature templates at a pace that suits the team, without needing extra support.
Update signatures without disrupting staff: roll out new email signatures centrally, so employees carry on with their day without noticing a change.
SYHA's team reported no issues during the switch, and staff kept working without noticing any change to their email signatures.
