How to set up a global email signature in Office 365

This video tutorial shows how to configure a mail flow rule in Exchange Online. Thanks to that, it is possible to supply all users with a unified email signature in Office 365.

Transcription

Hi, today I am going to show you how to set up an email signature for all users in Office 365.

So, let’s get started.

First, I login to my tenant as a global administrator.

Then, using the left menu, I can access my Exchange online admin center.

In the menu, I click mail flow tab and add a new rule.

Clicking the plus icon, lets me choose “apply disclaimers” from the dropdown menu.

Now, I want to type in the name of my new rule.

Here, I can choose when to apply the disclaimer. It can be used only for inbound or outbound communication or can be applied only for a chosen group of users. I’m going to set it up so that it is applied to every message.

Here comes the best part – setting the template for my signature. With some HTML knowledge, I can design beautiful signatures. If I need inspiration or if I’m not an HTML expert, I can just use a pre-made template. The one I am using is taken from mail-signatures.com. You can find the link in the video description.

Getting the HTML code from one of the templates is really easy. I just have to download the template, and open the HTML file in notepad.

It’s worth rememebering that if I choose a template with images, these images need to be uploaded and linked to in the template like that:

One more thing: For the signature to work, I have to change attributes’ names so that they fit *this format*.

Now I’m going to choose what happens if Office 365 cannot add the disclaimer – if the message is encrypted, for example. If I choose reject, the message will not be delivered. Wrap makes the original message to be attached to an envelope – an email with only your signature in it. Ignore will send the message without the signature. I’m going to choose wrap.

It’s worth remembering that if I don’t add any exceptions, the disclaimer will be applied to all emails, including replies and forwards. In that case, signatures will signatures will stack on the bottom of the conversation. To prevent that, let’s add an exception. Copying a fragment of the text from your disclaimer and putting it in *here* will do the trick.

At this point, it’s a good idea to apply the changes.

Now, let’s test if everything worked out fine. I am going to send the message to myself and… here it is. All of the placeholders have been updated with my user data.

To learn more about email signatures, visit this blog (mail-signatures.com).

For more email signature features, check out CodeTwo software at codetwo.com.

Thank you for watching.

Additional info

The tutorial shows all steps needed to create and apply an HTML email signature in Office 365. You can find the email signature template used in the video in this part of our site. Remember that you have to edit the template, so that all the placeholders have the format understood by Office 365. Users’ attributes need to be updated so that they fit this format: %%FirstName%%. It means that you have to change {Mobile} to %%MobileNumber%% and so on. You can find a full list of valid AD Attributes in this Microsoft article.

To make the process even easier, you can use the free email signature generator, which can insert the right placeholders automatically for you.

If you prefer a written version of the tutorial, you can go to this blog entry.

For more email signature features without the limitations of Office 365 disclaimers, check out CodeTwo Email Signatures for Office 365.