Tag Archives: organization-wide email signatures

Add Outlook on the web email signatures to all users using PowerShell

Applies to Exchange 2016, Exchange 2013, Exchange 2010 and Exchange Online (Office 365).

In corporate environments central management of email signatures is a must – you don’t want users messing up the company’s image by sending out emails stamped with notes in Comic Sans, lacking crucial contact info, etc.

So it’s a good thing that Microsoft Exchange platforms offer several means of controlling the email footer situation in your network. The most popular one is the Apply disclaimers feature available via Exchange transport rules, which I’ve talked about extensively on this blog (see respective guides for Exchange Online, 2016, 2013, 2010 and 2007).

How to set Outlook Web App signature with image using PowerShell

Another way of deploying email signatures from one place across an Exchange organization, is using the Set-MailboxMessageConfiguration PowerShell cmdlet with the -SignatureHTML parameter.

This method allows you to populate the Email signature box in end-users’ Outlook Web App / Outlook on the Web clients with any type of HTML content: text, tables, images, links, etc.

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Setting up a server-side email signature on Exchange 2016

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

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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Company-wide automatic email signatures in Google Workspace (G Suite)

Company-wide automatic email signatures in G Suite (Google Apps)

[Update]: This article was updated on December 3, 2020

Google Workspace (G Suite) has the option to add automatic email signatures to all or chosen users. It is included in all Google Workspace plans, apart from the legacy Google Apps Free edition.

To set company-wide automatic email signatures for your Google Workspace organization (or whole domain) using the Append footer option, follow the steps below.

  1. Log in to your Google Admin Console at admin.google.com and click the Apps icon

01 - Google Workspace admin panel

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Setting up company-wide email signatures on Exchange Server 2013

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

How to set up email signatures and disclaimers on Exchange Server 2010In 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…).

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