K-MailSign
Connect Google Workspace or Microsoft 365 and deploy to everyone
Connect your email system once, bring in your staff, then deploy the signatures. Gmail signatures are written into each mailbox. Outlook signatures go through the K-MailSign add-in.
Last updated
What you need
- A Google Workspace super admin or Microsoft 365 global admin account
- The Owner, Administrator or IT administrator role in K-MailSign
- A saved company default signature
- Licences assigned to the people who should get the signature
Connect Google Workspace
- Click Integrations in the sidebar.
- Click Sign in with Google and sign in as a super admin. This also verifies your email domains.
- Click Authorise in Google Admin. Google Admin opens with everything filled in.
- Press Authorise in Google Admin, then come back.
- Click I've authorised, check now.
Connect Microsoft 365 (optional sign-in)
- On Integrations, click Sign in with Microsoft as a global admin and approve.
- This imports your staff list in one click. Outlook signatures also work without it.
- Set up the Outlook add-in next. See Switch on the Outlook add-in.
Bring in your staff
- Click Import employees on the connected card, or open Employees and click Import CSV / Excel.
- For a file, upload a .csv or .xlsx of up to 20,000 rows and 10 MB.
- Check Match columns, then Review. Nothing is saved until you confirm.
- Open Employees, tick the people who need a signature and click Assign licence.
Deploy the signatures
- Click Sync & history in the sidebar.
- Click New deployment and choose Google Workspace or Microsoft 365.
- Choose Everyone, Departments, Offices or Specific people.
- Click Preview and check who is ready and who will be skipped, and why.
- Click Deploy to … mailbox(es). Keep the window open to speed it up.
- Open the deployment to see each mailbox. Click Retry failed if some failed.
Good to know
- Sync now on Sync & history brings in directory changes and publishes everyone’s current signature. Sync also runs every 6 hours.
- Rollback restores each Gmail mailbox to the signature it had before that deployment, and Outlook to the previously published version.
- Guests, disabled, suspended and archived users are skipped, and only addresses on your verified domains are imported.
- No admin access? Use the manual route on Integrations: add the DNS TXT record shown under Email domains.
Common errors
"That Google account is not a Workspace admin. Sign in with a super admin."
Sign in with a Google Workspace super admin account. Delegated admins may not have the API controls permission.
"I've authorised" still shows not authorised
Google can take a few minutes to apply the change. Wait, then click I've authorised, check now again.
"Email domain is not verified for this organisation."
Gmail needs a verified domain. Click Sign in with Google on Integrations, or add the DNS record shown under Email domains and click Verify now.
"No licence assigned (Employees → Assign licence)."
Open Employees, tick the person and click Assign licence. Then deploy again.
"Signature exceeds Gmail's 10,000 character limit."
Remove a block or shorten the disclaimer in the designer. Keep the size bar under the limit, then deploy again.
"A deployment to this provider is already in progress. Wait for it to finish or cancel it."
Wait for the running deployment to finish, or open it and click Cancel deployment.
Still stuck?
Email hello@khanals.in with the app name, what you clicked and the exact message you saw. Do not send passwords, PINs or authenticator codes. You can also use the contact page.