Tag Archives: transport rules

Email signatures on Exchange Server: Business guide

Unless you’re a time traveler from the early 1990’s, chances are emails in your Exchange organization already contain signatures.

But what do they look like? If you allowed individual users to set them up on their own, you and your company may have ended up with a mess of bigger or smaller proportions.

Let’s see what could go wrong:

An email signature deployed by the end-user

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How to create company-wide email signatures and disclaimers in Office 365

Below you will find details on what you have to do to set up your own server-level automatic email signature or disclaimer using the built-in Office 365 tool.

A little info about the tool: like most today’s email signature solutions, it supports HTML content such as tables, images and font formatting, but In contrast to e.g. Google Apps for Business, it also allows for automatic personalization of individual signatures.  Limitations include no option to insert the signature directly below the latest email reply or forward and lack of preview on the end-user’s side (learn more…).

Steps to set up an email signature policy in Office 365:

  1. Log in to the Office 365 portal using an Exchange Online administrator account and access the Microsoft 365 admin center as shown in the below image:

    Accessing the Office 365 admin center

  2. Expand Admin centers and click Exchange.

    Office 365: Accessing Exchange admin center
    Fig. 1. The Exchange option in the Microsoft 365 admin center menu.

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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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