Active Directory data in email signatures

When deploying email signatures for multiple users from a central place, you need a way to easily include these users’ personal information like names, titles, departments, addresses, etc. in the signatures. This is achieved using placeholders integrated with a central directory that stores users’ personal details (e.g. Active Directory), and including the placeholders in signature templates.

Active Directory data in email signatures

Both Microsoft Exchange Server’s and Office 365’s built-in email signature management solutions do exactly that, i.e. download data from Active Directory (or Office 365 user directory) into the signature based on who is the sender of the given email.

Unfortunately, Exchange and Office 365 do not support all AD user account attributes. But I think that the ones that they do support, are enough to convey the most important details.

Here is the full list of attributes supported by Exchange’s and Office 365’s email signature management solutions. I divided them into sections that correspond with tabs in the Active Directory Users and Computers object Properties window. In the right column I’ve put the Active Directory Domain Services names of attributes (use them when deploying the signature template via a VBS script).

IMPORTANT: When setting up email signatures in hub transport/mail flow rules in Exchange 2016, 2013, 2010, 2007 or Office 365, remember to enclose the ADAttribute (left column of below table) in 2 percent signs, like so: %%ADAttribute_name%%

Active Directory attributes in Exchange and Office 365 email signatures

used in mail flow rulesused in a VBS script
General
DisplayNameAD DS: displayName
FirstNameAD DS: givenName
InitialsAD DS: initials
LastNameAD DS: sn
OfficeAD DS: physicalDeliveryOfficeName
PhoneNumberAD DS: telephoneNumber
OtherPhoneNumberAD DS: otherTelephone
EmailAD DS: mail
Address
StreetAD DS: streetAddress
POBoxAD DS: postOfficeBox
CityAD DS: l (as in "location")
StateAD DS: st
ZipCodeAD DS: postalCode
CountryAD DS: co
Account
UserLogonNameAD DS: userPrincipalName
Telephones
HomePhoneNumberAD DS: homePhone
OtherHomePhoneNumberAD DS: otherHomePhone
PagerNumberAD DS: pager
MobileNumberAD DS: mobile
FaxNumberAD DS: facsimileTelephoneNumber
OtherFaxNumberAD DS: otherFacsimileTelephoneNumber
NotesAD DS: info
Organization
TitleAD DS: title
DepartmentAD DS: department
CompanyAD DS: company
ManagerReturns the common name (cn) of the object defined
in the manager AD DS attribute
Attribute Editor*
CustomAttribute1-15AD DS: extensionAttribute1 through extensionAttribute15

Note: Some Active Directory attributes (e.g. otherTelephone, otherHomePhone, otherFacsimileTelephoneNumber and postOfficeBox) support multiple values. In the case where more than 1 value is provided, the output will include all values separated by semicolons.

* To see this tab in AD Users and Computers, switch on Advanced Features: https://technet.microsoft.com/en-us/magazine/gg456494.aspx. Custom attributes can also be defined via Exchange Management Console (in users’ Mailbox Properties) or Exchange Management Shell: https://technet.microsoft.com/en-us/library/ee423541%28v=exchg.150%29.aspx

More Active Directory data in email signatures

To be able to include more Active Directory data (than just the attributes listed above) in your centrally managed Exchange signature use CodeTwo Exchange Rules. Other benefits of CodeTwo Exchange Rules are:

  A built-in WYSIWYG template editor with easy AD field insertion
  Email signatures inserted directly under latest reply/forward
  Automatic removal of lines containing blank AD fields
  Signatures visible in users’ Sent Items folders

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