Create an Exchange 2013, 2016 & 2019 Signature
Having an email signature that is centrally managed by Exchange 2013, Exchange 2016 or Exchange 2019 lets you give all users the same email signature no matter which device they send mails from. Managing an Exchange email signature has the added benefit of not letting users modify the signature design you give them, vital for keeping control of your corporate brand.
So how do you do it? Read our guide below and you’ll have your new Exchange email signature set up in no time.
Open your Exchange admin center. You’ll need to have Exchange Administration credentials to do so.
On the left hand side of your screen, choose mail flow from the admin options. This will open a new set of options in a tabbed list. Choose rules.
Click the Add (+) icon and select Apply disclaimers from the drop-down menu. You will now start creating the Transport Rule that will be used to apply your Exchange 2013 signature/Exchange 2016 signature to messages sent from your organization.
A new lightbox window will appear letting you specify the details of this new Transport Rule. First, give the rule a name that is easy to remember such as which department it is to be assigned to.
Then, click on the drop-down menu for *Apply this rule if… This will specify how the signature will be added to messages sent by your users. For example, you could set it so that the signature is applied to all emails sent internally or externally.
The Apply a disclaimer to the message option should already be selected, but you can confirm this by clicking on the drop-down menu for *Do the following…, choosing Apply the disclaimer to the message and then clicking the append a disclaimer choice.
Click on the link Enter text. This will let you copy and paste your Exchange 2013/2016/2019 signature template and/or disclaimer. This can be in either a plain-text or HTML format.
Remember, if you want to include any images in your email signature design, you will need to host these on an external location and add the relevant URLs. Exchange 2013/2016/2019 does not have an in-built HTML editor so you cannot embed images directly into a signature.
If you want to ensure the contact details of each user are correct, you will want to use Active Directory attributes in your signature template. A full list of AD Attributes can be found in this Technet article. To add these to your signature, simply place the attribute in the relevant location and add two percentage symbols either side, i.e. %%DisplayName%% or %FirstName%.
When you’re finished, click OK.
You now need to specify what will happen if the signature cannot be added to an outgoing email. Click Select one… which will give you three options to choose from:
- Wrap - the signature/disclaimer is appended to a new email with the original message attached.
- Ignore - the message is sent without an email signature or disclaimer. We recommend you choose this option.
- Reject - the email is not sent and an NDR is received by the sender.
Click save and test the Transport Rule is working correctly. If you want to do more, you can click More options… which will let you add things like exceptions e.g. the signature is not applied to certain users in a group.
If you're happy with everything, make sure that under Choose a mode for this rule, you have Enforce selected. Finally, click Save to confirm. There are also a number of Test… options available if you wish to log your Transport Rule’s actions but not interfere with any email content.
To enable/disable the Transport Rule, just click on the checkbox to turn it on or off. If you ever need to modify the configuration, highlight the rule and click on the pen icon, which can be found next to the Add (+) one.
That wasn’t too difficult, was it? However, there are some pretty big limitations to creating and managing email signatures and disclaimers using just Exchange 2013, Exchange 2016 and Exchange 2019.
For more details on what you can and can’t do with Exchange 2013/2016/2019 email signatures, check out this article.
Using an Exclaimer email signature software solution
If you use Microsoft Exchange 2013, Exchange 2016 or Exchange 2019 to send emails, you need Exclaimer email signature software. This robust email signature software solution adds signatures to all email processed by your Exchange server. This includes emails sent from mobile devices (iPhone, Android devices, Blackberry, iPad etc.) and automated systems like a CRM. You are guaranteed full HTML email signatures with software from Exclaimer.
Find out more about Exclaimer email signature management software for Exchange 2013, Exchange 2016 and Exchange 2019.
- Use recipient-based rules to let you define which emails get your Exchange 2013/2016/2019 signature.
- All updates are applied instantly so you could show your most recent Tweet in a social media feed with up to the second accuracy.
- Install it on your Exchange 2013/2016/2019 server so there is no need to alter every user’s email signature manually.
- Use AD data to give different email signatures to different departments, depending on the job role.