[Update]: This blog post was updated on January 31, 2020.
Do your email signatures pile up at the bottom of your conversation threads? Well, I have the bad news and the good news for you. The bad news is that this is the default setup for Office 365 email signatures. The mail flow rule can insert email signatures at the very top or the very bottom of the whole email thread. The good news is that there are ways to work around it. Let’s get right into this.
[Update]: This blog post was updated on March 17, 2021.
In this article, you can find out how to set up your own server-level automatic email signature or disclaimer in Office 365. Like most of today’s email signature solutions, it supports HTML content such as tables, images and font formatting, but in contrast to e.g. Google Workspace (G Suite), it also allows for automatic personalization of individual signatures. However, there is no option to e.g. insert the signature directly below the latest reply/forward, or preview it in the user’s mailbox.
How to set up a global email signature in Microsoft 365
Since this article was published, the Exchange admin center has been redesigned in Microsoft 365. Although the basic functionality of mail flow rules hasn’t changed drastically, the UI looks different. That’s why we’ve created a new step-by-step video which shows:
How to set up an email signature rule in the new Exchange admin center.
Where to get the HTML code with AD placeholders for the signature template.
How the global email signatures work from the user’s perspective.
What the limitations of signature rules are.
What tricks you can use to make the signature-adding-rule more useful.
How to set up an email signature in Office 365
The steps below show how to set up a global email signature in the legacy Exchange admin center.
Log in to the Office 365 portal using an Exchange Online administrator account and access the Microsoft 365 admin center.
Most people think that emoticons are a necessity in everyday mail communication, whereas some purely treat them as a mean to undermine their professional credibility. And consequently, attempt to sustain their inbound mail communication in more formal style. Unfortunately, Exchange Server platform does not provide sufficient tools to filter out or replace unwanted strings of signs, and establishing new rules in mail flow does not really solve the issue. The only way through is to use a third party solution.
CodeTwo Exchange Rules Pro is a centrally managed tool that tackles email flow control on Exchange. Its main service is directly deployed on a server communication pipeline and requires only a few touches from an administrator to be configured and start working. This fully packed toolbox allows users to swiftly modify incoming and outgoing messages by simply setting up appropriate rules. Creating a rule to eliminate emoticons from your Exchange mail is a piece of cake. Just check this out: