The “email printing” service: your company’s promotion in every email you send

Have you seen supermarket employees with the store’s logo on their T-shirts? Of course you have. Why do you think they do that?

What about employees with a promotion for a TV printed on their T-shirts? Would that help the people in the store find out about the promotion?

We’re not here to print your clothes, but we have an even better idea: we’ll “print” your emails!

What is the “email printing” service?

It’s a common template for the whole company’s emails, with each employee’s signature and a banner announcing the company’s latest promotion. The template has the following features:

• it’s applied automatically to all emails sent by your employees;
• it contains the latest promotion, as a banner;
• the banner can be a strip at the top of the email, before the content, or at the bottom, after the signature, but it can also sit elsewhere in the email;
• besides the promotion, the banner has a link that takes interested readers straight to the promotion page on your website;
• the promotion is changed in a single place, for the whole company, without each employee having to touch their own settings.

How does it work in 2026?

When we launched the service in 2013, the “stationery” background was set up in Outlook, on each employee’s computer. Today, signatures and banners are applied centrally, directly on the email server, so they appear in every message, whether it’s sent from a computer, a phone or a browser:

• in Microsoft 365, with mail flow rules that automatically add the signature and the banner, or with dedicated signature apps that can show different content for each department; we wrote about these in the article on email signature marketing with dynamic content in Microsoft 365;
• in Google Workspace, from the admin console, where you can add a footer common to all outgoing messages.

A few practical rules that apply everywhere:

• some email programs don’t display images automatically, so the banner also needs clear alternative text;
• a small, lightweight banner looks good on a phone too, while an email full of large images is more likely to end up in spam;
• expired promotions should be removed on time, because an old banner does more harm than none at all.

What do you gain?

• Your promotional campaigns become known to many more people.
• All your employees promote your company, in every email they send.
• You gain a low-cost, high-exposure way to promote your business.
• A discreet banner shown in an email is far less intrusive than a newsletter, which may be considered spam.
• Because the email is sent by a specific person (it’s not just a banner shown on a partner website), anyone interested knows exactly who to talk to for more information.

Want your company’s promotions to appear in every email your team sends? Contact us and we’ll tell you how it can be set up in Microsoft 365 or Google Workspace.