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For this week’s edition of “Justin’s Tech tip of the week”, I’d like to discuss the implementation of Global Email Signatures for Office 365 Wave 15.  This is a functionality that has been greatly enhanced in the upgrade from Wave 14 and it is important especially if you are part of a company that standardizes, or strives to standardize, their Email Signatures for all employees. 

In O365 Wave 15, Microsoft has granted administrators the ability to create Transport Rules.  Transport Rules have been available for a long time for on-premises versions of Exchange (since the release of Exchange 2007), but only recently for O365 customers.

To create/modify these email signatures, one must log into their Office 365 tenant and go to the following location:

Exchange > mail flow > rules

This is where any and all transport rules can be created and applied.  For this particular blog, we are only going to focus on Email Signatures via these Transport Rules and NOT on all of the different things that can be done with Transport Rules.

For comprehensive information on Transport Rules as a whole, refer to the following link:

http://technet.microsoft.com/en-us/library/dd351127(v=exchg.150).aspx

Anyway, once you are in the “rules” area of the O365 portal, you perform the following:

1.)    Press the + sign and then select “Create a new rule

2.)    Choose a name for this rule.  Perhaps something like “Global Signature Rule

3.)    For the “Apply this rule if” section, choose [Apply to all messages].

4.)    For “Do the following” select “Append the disclaimer…

5.)    You will then see something to the right that says “Enter text…”, Click it to input the text.  It is here that you will input the Global Signature information.  What works best here is to input some .html scripts and call variables to pull everyone’s information (Example is toward the bottom)

6.)    The “Audit this rule with severity level” is optional, however you should turn this off if you don’t want to audit every time a signature or this disclaimer is applied to an email.

7.)    Select “Enforce” under the “Choose a mode for this rule:”

8.)    Click on “Save

Now, this rule is ready to be applied to all emails coming through your Office 365 tenant.

In some instances, even with the Global Signature rule in place, there are some individuals (usually executives) that still need or require a signature that is different than the norm.  If this is the case, you can create a separate Transport Rule for this person or group of people in a similar fashion as the steps above.

The only difference would be step 3.  For step 3, you would choose “The Sender Is” for the “Apply this rule if” section, and then select the person or people that this specific signature rule should be applied.

Then, on the main “rules” page, make sure that your specific Signature rules are sitting above the Global Signature rule, so that it gets applied to the specific senders first, and then the Global Signature rule gets applied to everyone else.  You can change the rules’ order by highlighting the rule in question and clicking on the up or down arrows located to the right of the trash icon.

Sample HTML for Global Email Signatures

Here is the sample html code that you can use for your signatures.

</Br>

</Br>

%%Firstname%% %%Lastname%% </Br>

%%Title%% </Br>

Your Company Name, Inc. </Br>

%%Street%% </Br>

%%City%%, %%State%% %%zipcode%% </Br>

(p) %%Phonenumber%% | (m) %%Mobilenumber%% | (f) %%Faxnumber%% </Br>

<a href=”http://www.mycompany.com“>”>www.mycompany.com </a> </Br>

</Br>

<img src=”http://www.mycompany.org/logo.png

</Br>

</Br>

And then the disclaimer and/or common language for your signature follows.

These are the variables that will work for the above:

DisplayName

FirstName

Initials

LastName

Office

PhoneNumber

OtherPhoneNumber

Email

Street

POBox

City

State

ZipCode

Country

UserLogonName

HomePhoneNumber

OtherHomePhoneNumber

PagerNumber

MobileNumber

FaxNumber

OtherFaxNumber

Notes

Title

Department

Company

Manager

CustomAttribute1 to CustomAttribute15

Thanks again, and that is Justin’s Tech tip of the Week!

To view any of my previous tips, see here:

Shared Mailboxes Part I -What to do if you want or need to convert a full (user) Office 365 mailbox into a Shared Mailbox.

Shared Mailboxes Part II – How do you create a shared mailbox from scratch and then add permissions to them?  

Office 365 Calendar Invites and Meeting Requests

Archive Mailboxes

Mail Retrievals within Office 365

How to use Microsoft Active Directory Synchronization (“MS DirSync”) for Office 365 more effectively

Exchange Hybrid/Coexistence migrations to Office 365

Alleviate local SSL cert pop-ups

Windows XP and Office 365

Purging & Removing Deleted Users & Mailboxes form Office 365