Perhaps you already know what works for you when it comes to email signatures in your company. But do you know what will definitely NOT work, while you are persistently trying to achieve it? This article will give you some insight into the Exchange Server 2013 and 2016 limitations related to email signature management in your organization.
Note: For the purpose of this article, I assume that your company uses Microsoft Exchange Server 2013 or 2016 that controls internal and external email flow. The second assumption is that you create an email signature directly on the server side (not within an email client e.g. Microsoft Outlook).
[Update]: This article was updated on March 23, 2021.
Back in the day, when Exchange 2016 was released, OWA was replaced with a brand new and shiny Outlook on the web. A few years later, Outlook on the web is still called OWA by most people, but at the same time, the NEW Outlook on the web, available as optional for some time, becomes the default experience for Office 365 (or Microsoft 365, as the name also changed in the meantime) users.
While the older version can be used in Exchange 2016 and Exchange 2019, the new Outlook on the web experience is reserved for cloud mailboxes in Exchange Online (Office 365). Even though both clients are when it comes to setting up signatures, there are also some noticeable differences. One of them is the path to the email signature editor.
Possibly the biggest surprise brought about by the release of Exchange 2016 is… how similar it is to Exchange 2013. In fact, in terms of email signature management it’s pretty much identical (if you’re familiar with the 2013 version of Microsoft’s email server, you’ll see what I mean). However, many of you may have never had the opportunity to poke around Exchange 2013, so let’s get to work: