Tag Archives: hub transport rules

How to set up email signatures on Exchange Server 2016

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:

NOTE: This solution comes with several limitations, which I discuss in the last section of the article.

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How to set up automatic email disclaimers on Exchange 2007

Exchange 2007 was the first edition of Microsoft’s messaging platform to introduce Hub Transport rules and with them a built-in append disclaimer action. The options available in this action are very basic, the most important limitation being lack of support for dynamic Active Directory fields (see this article for more). Due to this, the action can only be used for creating automatic disclaimers (legal, financial, etc.) and general company signatures without users’ details.

Once you have the Hub Transport role installed on your Exchange 2007 server you can start working on automatic disclaimers for your organization.

Steps to set up automatic email signatures and disclaimers on Exchange 2007:

  1. Open the Exchange Management Console, expand Organization Configuration, select Hub Transport, click the Transport Rules tab in the middle Result Pane and in the Actions Pane on the right click New Transport Rule… (Fig. 1). This will trigger the New Transport Rule creation wizard.

    Creating a new transport rule on Exchange 2007
    Fig. 1. Creating a new transport rule on Exchange 2007.

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How to set up email signatures on Exchange Server 2013

Steps to set up email signatures on Exchange 2013:

  1. Access your Exchange admin center. To do this open an internet browser and in the address bar type:

    https://localhost/ecp or https://<CASServerName>/ecp

    (where <CASServerName> is your Client Access Server computer name) and log in using domain Administrator credentials.

  2. Go to mail flow, rules to arrive at the Exchange 2013 transport rules’ editor.

    Exchange 2013 transport rules' editor

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How to set up email signatures and disclaimers on Exchange Server 2010

In this article I explain how to set up a company-wide email signature using Exchange 2010 Transport Rules in 7 steps. Note that this method has its limitations, such as not displaying the signature in users’ Sent Items folders and no way to add the signature under latest messages in email chains (learn more…).

  1. Run the Exchange Management Console on your server.
  2. Expand Organization Configuration and select Hub Transport. In the Result pane (middle) select the Transport Rules tab and then click New Transport Rule… in the Action pane (right).

    Transport Rules tab in the Exchange Management Console
    Fig. 1. Transport Rules tab in the Exchange Management Console.

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