Email signature management – sounds a bit technical. Simply speaking, it is a perfect way to make sure every email sent outside the company is professionally branded and gets just the right promotional content. The problem is that corporate identity, marketing campaigns, promotional banners – those aspects are typically handled by the marketing team. At the same time, Office 365 management, by default, is an IT-handled task. Global email signatures fall into this category. How is this a problem? Normally, central email signature management means that either:
The IT department gains additional responsibilities. Not only can it overburden IT, but it also means that marketing needs to outsource their own projects, instead of doing them on their own.
Marketing needs to get additional permissions to the Office 365 tenant. This option might be even worse because it creates a considerable compliance risk. A wrong configuration of a mail-flow rule can cause problems with sending and receiving emails and force the admin to intervene in order to fix the mail flow.
That is why I would like to present a simple method to manage Office 365 signatures behind IT’s back. Don’t worry, although the title sounds a bit like a hacking tutorial, there is no nefarious activity included. In fact, it is a win-win situation for both the marketing and IT team. The solution is defining access rights to the Office 365 email signature tool. But before showing you how it should be done, I’ll first show you how the Office 365 signature management looks like when the problematic, native, approach is taken.
Has the release of your email signature turned into a damp squib after you realized that all the new items pile up at the bottom of your conversation thread? Well, I have the bad news and the good news for you. The bad news is that this is the Office 365 email signature default setup. The rule is capable of inserting signatures at the very top or the very bottom of the whole thread only. The good news is that there are ways to work around it and one of them can benefit you with a lot more than just an easy solution to this problem. Let’s get right into this. Continue reading →
Email signatures have always been there, along with problems connected with using them. Ensuring that all users have the same signature and disclaimer template requires some effort. Fortunately, Exchange 2010 enables central management of signatures and disclaimers. This option makes the task of unifying signatures much easier. However, you have to keep in mind that you cannot do everything using native tools only. Here is the list of drawbacks that Exchange 2010 centrally managed signatures have:
No WYSIWYG HTML editor. Graphic designers do not have to be skilled HTML code users. Therefore, it requires a highly skilled and versatile person to make genuine graphics and ensure that they display in a neat, appealing way. The email signature editor looks like that:
In this article I discuss how to work with email signatures in the Office 365 webmail client. To learn how to set up server-level email signatures for an entire Office 365 organization see this article.