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).
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:
Unifying email signatures throughout an organization is a task that should not be underestimated. Well-thought template designs, combined with personalization of email signatures and disclaimers for users can be a significant PR booster. Office 365 with Exchange Online enables people to create disclaimers and signatures that can be applied to e-mails. It can be done with mail flow rules. Although there are valuable functionalities available in the cloud there are some limitations of Office 365 email signatures: