How to set up email signatures in Exchange 2010 (video)

Exchange 2010 enables central email signature management – you set up an email signature template in one place and Exchange updates names along with contact details automatically for your users. In this short video tutorial I explain how to configure email signatures in Exchange 2010 using Transport Rules.

Transcription of “How to set up email signatures in Exchange 2010”


In this video I will show you how to set up an email signature for all users in Exchange 2010.

I start from accessing Exchange Management Console.

From the menu, I expand Organization Configuration, choose Hub Transport and click New Transport Rule.

In this wizard I can configure a new transport rule which will append an email signature.

I start with writing a name for the rule. Enable Rule box should be checked out, so that the rule will be active immediately after I set it up.

In this window, I decide when the signature will be added to emails. I want it to be appended when the email is sent from inside my organization to anyone.

In here, I have to check append disclaimer text and fallback action. Below, I click disclaimer text.

In this new window, I have to specify the text and appearance of my email signature. To save some time, I have prepared the html code of the signature beforehand. Instead of actual names and data, I use Active Directory attributes enclosed within double percent symbols. Thanks to that, the signature will be automatically filled with the right user’s data. In the video description, I provided links to a list of Active Directory attributes and to free html signature templates, if you have a problem with designing one on your own.

Now I can choose what happens if Exchange cannot attach the email signature to an email, which is true for encrypted messages. I choose wrap, which sends a message with only my email signature. The original content is sent as an attachment to the new email. I could also choose reject, which would block sending encrypted messages; or ignore, which would simply send them without the signature I have just set.

The next step is defining exceptions. In other words, when the email signature should not be sent. I will add IT department here, to help them remain undercover. Maybe I will make a different email signature for them later.

Now I click next and new and the rule should be active right away. I will check whether it actually works the way it should. Sending an email should confirm that… It seems that everything is in order.

Mind that although this method works well, there are some limitations to it – for example, those email signatures cannot be inserted directly under replies or forwards and will not be visible in Sent Items folder. The only way to overcome those and more limitations is to use a third party software, like CodeTwo Exchange Rules. Click the link on the screen to learn more.

Thanks for watching!

Additional info

As mentioned in the video, configuring email signatures with HUB Transport rules might be troublesome. To make your life a bit easier, you could use Email Signature Generator. It enables you to create html code of an email signature with AD placeholders already in the right format and places. You could also one of those templates. For Exchange to accept them, you will have to alter the placeholders in it so that correspond to those Active Directory Attributes. However, if you want to have email signatures with automatically added users’ photos or banners which are not blocked by email clients, or if you want to design your signatures with an easy editor, without the need to program them in html code, you will need a third party software, like CodeTwo Exchange Rules.

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