How to standardize email signature for a company

Question

Hello,

How can I use Microsoft Exchange Admin or another tool to standardize the email signature for all employees in my company? The signature should include the employee's name and designation in all outbound emails.

Thanks

ZB

Answer 1

Hi @Zeeshan Bute ，

how I can standardize the email signature in Outlook for inside the body not in the disclaimer. This means the signature will come in the email body.

Do you mean you want to insert the signature directly under the latest email reply or forward instead of appending to the very end of the message conversation? If this is what you are after, it's not possible currently. See Limitations of organization wide signatures

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Answer 2

Hi @Zeeshan Bute ，

I mean to say that, in your solution how we can standardize email signatures for all the company's employees? with their name and designation.

Generally speaking, you can follow the instructions in the official document below to set up the organization-wide signatures for all users in your company:
Create organization-wide signatures and disclaimers

The point in your case is to include %%DisplayName%% and %%title%% in the disclaimer text box so that it can automatically retrieve the name and title of the user.

Regarding you concern about the "HTML Signature Location" mentioned in the reply of Bruno, probably it refers to the option below:

Additionally, here's one more article with step-by-step guides for your referece:
How to Setup a Company-Wide Email Signature in Office 365 Exchange Online.
(Please Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)

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Answer 3

Hi Friends,

Please help me with, how I can standardize the email signature in Outlook for inside the body not in the disclaimer.

This means the signature will come in the email body.

Thanks

ZB

Answer 4

Hello Zeeshan,

To standardize email signatures within a company, there are several approaches that can be utilized based on specific needs and available tools.

1. Third-Party Tools:
   • Some solutions offer advanced features for standardizing email signatures in the Exchange/M365 environment.
2. Configuration via Exchange Online:

• Within Exchange Online, you can set up signatures through rules. You can create an HTML template with placeholders for each employee's information. For instance:

New-TransportRule -Name "Email Signature" -SentTo "External" -ApplyHtmlDisclaimerLocation "prepend" -HtmlDisclaimerTemplate "<p>Name: %%EmployeeName%%</p><p>Title: %%EmployeeTitle%%</p>"

To configure the ApplyHtmlDisclaimerLocation in the Exchange Online admin panel, follow these steps:

Access the Microsoft 365 Admin Center:

• Log in to the Microsoft 365 Admin Center using your administrative credentials.

Access the Exchange Admin Center (EAC):

• On the left-hand panel, go to "Admin centers" and select "Exchange."

Navigate to Transport Rules:

• In the Exchange Admin Center, go to "Mail flow" in the left-hand menu.

Create a New Rule:

• Select "Rules" or "Transport Rules" to access the transport rule settings.

Create or Edit an Existing Rule:

• Click on "New" or "Edit" to create a new rule or edit an existing one that you want to use for applying the HTML signature.

Set the HTML Signature Location:

• Within the rule settings, you'll find options to apply the HTML signature. Look for something similar to "ApplyHtmlDisclaimerLocation."

Select the Appropriate Location:

• Depending on the available options, choose where you want to insert the HTML signature in emails. The options usually include:
• Prepend: Inserts the signature at the beginning of the email.
• Append: Adds the signature at the end of the email.
• ApplyToBody: Applies the signature within the email body.

1. Save the Settings:
   • Apply the changes and save the rule settings to implement the specified location for the HTML signature insertion in outgoing emails.
2. PowerShell Scripts:

• For Outlook Desktop, PowerShell can be used to automate signature configuration. Here's a simplified example that copies an HTML signature file to the user's directory and modifies the Outlook registry:

Copy-Item -Path "Path\To\File\Signature.html" -Destination "$env:APPDATA\Microsoft\Signatures" Set-ItemProperty -Path "RegistryPath\To\Outlook" -Name "Signature" -Value "Path\To\File\Signature.html"

Ensure to adjust file and registry paths accordingly.

1. Outlook Web via PowerShell (Exchange Online):
   • Previously, it was possible to use the following command in the Exchange Online PowerShell module to insert HTML signatures:

   Set-MailboxMessageConfiguration -Identity "user@domain.com" -SignatureHTML "<p>Your HTML signature here</p>"
   

However, this feature might require activation by Microsoft for new tenants.

Each method has its own technical considerations and requirements. It's advisable to review company policies and ensure compliance with regulations when implementing these solutions.

I hope this information proves helpful for you!

Best regards,