CodeTwo Exchange Rules Pro

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How to add email signatures with Active Directory photos to Exchange mail?

Creating Exchange email signatures with Active Directory pictures is very easy and can be achieved without any knowledge of Hub Transport rules and HTML. If you have already uploaded users' photos to Active Directory either manually or by using CodeTwo Active Directory Photos, you can quickly and easily add them to server-sided automatic email signatures on Exchange using CodeTwo Exchange Rules Pro.

Exchange Rules Pro box

CodeTwo Exchange Rules Pro has been created to significantly enhance the standard mechanism of email rules on Exchange and one of its features lets you create rules that automatically add user signatures to Exchange messages. The program is equipped with a logical user's interface and an intuitive HTML editor, which makes creating email rules and signature templates very easy. 

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To compose an email signature template with a photo placeholder that pulls a user's picture from Active Directory, run CodeTwo Exchange Rules Pro and create a new rule by clicking Add and then New rule (clean) button in the List of Rules  - a new rule will be created.

Create 3

Once a blank rule has been created, you can move to the Rule Properties (right in the center of the program's window) and click on the Conditions tab to select which conditions should fire the rule on Exchange. Usually you would need to select the scope of sender's, e.g. all internal senders or only selected Active Directory users. The program lets you also select different conditions such as keywords in messages, specific email content, message direction and so on.

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Once you setup conditions for this rule, select the Actions tab, click Add in the List of Actions and choose Insert signature from the context menu that pops up.

Insert signature

Selecting this action will let you easily compose an Exchange email signature in the program. Click Edit and the built-in HTML editor will launch. You can use it like a word processor (e.g. Microsoft Word) to compose any type of signature you want. Everything is "what you see is what you get" so you do not need to have any expertise in HTML. Of course, if you are familiar with HTML programming, you can switch from the designer view to source code view by clicking appropriate buttons on the ribbon. If you have no time to design your template, you can quickly pick one from the Library and adjust it to your needs in seconds.

HTML editor

OK. All looks fine, but how do I add Active Directory photos to this signature then?

If you take a closer look at the screenshot, you will see that some parts of the text are entered in curly brackets {}. These are placeholders which pull user's information from Active Directory. To add a photo placeholder that will append a photograph of each user to this signature (depending on the sender of the message), setup a cursor in the desired area in the template, go to the right side of the ribbon, select Dynamic Field and then Message sender. Then, select Photo from the drop down menu. This will add this placeholder to your template.

Add photo placeholder

Note that if you previously imported large photographs of users, e.g. in a large Lync format, you need to adjust the {Photo} placeholder properties before using these photos in your email signatures. The photo dimensions need to be set properly, otherwise the large photographs won't fit your signature template. Learn more...

When you have finished editing your template, you can Save & Close the editor and save changes in the program's administration panel. From now on, your rule is active and will add email signatures with Active Directory pictures to your Exchange mail.

The Photo placeholder, as well as other Active Directory placeholders, will always be changed into user data once a message goes through Exchange. Owing to this, you may only need one signature template for the entire company or department. This will save you headaches when implementing company-wide uniform signature templates or making changes in signatures, since everything can be managed centrally and swiftly in the administration panel of CodeTwo Exchange Rules Pro.

If you want to learn more about the program, visit CodeTwo Exchange Rules Pro product site, read User's Manual or contact CodeTwo Technical Support.

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