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

Creating Exchange email signatures with Active Directory pictures is very easy and can be achieved without any knowledge of mail flow rules (transport rules) or 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-side automatic email signatures on Exchange by using CodeTwo Exchange Rules Pro.

Watch this short video presentation to learn how you can add users' photos to email signatures by using the {Photo} placeholder:

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


 

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 selecting New rule (clean) in the List of Rules - a new rule will be created.

Creating a new rule in CodeTwo Exchange Rules Pro

Once a blank rule has been created, go to Rule Properties (right in the center of the program's Administration Panel) and click the Conditions tab to select which conditions should trigger the rule on Exchange. Usually, you would need to select the scope of senders to whom this rule will apply, 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.

Setting up rule's conditions in CodeTwo Exchange Rules Pro

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

Insert signature to emails

Selecting this action lets you easily compose an Exchange email signature in the program. Click Edit to open the built-in HTML signature template editor. You can use it like a word processor (e.g. Microsoft Word) to compose any type of signature you want. It is a WYSIWYG editor (what you see is what you get), which means you do not need to have any expertise in HTML to design complex email signatures. Of course, if you are familiar with HTML, you can switch from the designer view to the source code view by clicking the Source button on the ribbon. If you want to design your signature even faster, you can pick one of the templates available in the signature template library and adjust it to your needs in seconds.

Users' AD attributes will be automatically inserted to email signatures

If you take a closer look at the screenshot above, you will see that some parts of the text are inserted between curly brackets {}. These are the 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, place the cursor in the desired spot in the template, click the Placeholder button on the editor's ribbon, point to Message sender, and select Photo from the drop-down menu. This will add the {Photo} placeholder to your template.

AD placeholders can be easily inserted via the placeholder picker in the editor.

Note that if you have previously imported large photographs of users, e.g. in a large Skype for Business 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 will not fit into your signature template. Learn more...

Once you have finished editing your template, remember to click the Apply & Close button on the editor’s ribbon, and then Submit 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 email. Keep in mind that a different photo will be added for each individual sender of the message.

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 can use a single 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 CodeTwo Exchange Rules Pro, visit the product’s site, read the user's manual or contact us.

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