Tag Archives: organization-wide email signatures

Limitations of Exchange 2010 signatures

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:

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

Applies to Exchange 2019, 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).

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

Exchange 2016 lets you add automatic email signatures to all or chosen emails. See how.

How to set up email signatures on Exchange Server 2016

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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.

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

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.

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

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Setting up company-wide email signatures on Exchange Server 2013

I’ll show you how to create a global email signature for Exchange 2013 using transport rules.

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

Using transport rules, you can manage email signatures and disclaimers for the whole company. Learn how.

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