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Old signature appears in Outlook when remote

Posted on 2013-11-25
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Last Modified: 2013-12-02
Hi,

So I have an employee that has a strange issue. This person had changed his signature in Outlook to reflect his new position. However, when he is remote and using Outlook, an old signature appears on every email. When the user is on site, the old signature does not appear.

The system is running on Windows 7 x64 with Outlook 2010. We are also running Exchange 2010. Outlook Anywhere is enabled.

When you go to look at what signatures have been created, you only see the updated one. Within the Signatures folder, within App Data, the RTF, HTML, PlainTxt signatures all match the updated one.
I've uninstalled Office, deleted the entire Outlook Profile including all of the Outlook folders within AppData to remove all Signatures, and his .ost data file. When the profile is recreated, no signatures were made, and when he went home, the old signature still appeared. He will go and look at the signatures, and can not see any file with the old signature in it.
I've went to the Exchange Server and thought there may have been a Transport rule in place, but no rule exists for his signature.

When the user is on site, his normally created signature appears. But when accessing via Outlook Anywhere the old one appears. I'm stumped on where to look at for the differences between being on site versus Outlook Anywhere. Where does Outlook look to obtain this signature? I'm stumped.

Thanks for your help,
Brian
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Question by:brianb909
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Expert Comment

by:Sean
ID: 39675176
The signature does not get stored in exchange this is a file that is local on the computer. If the person changes it on one computer then they need to change it on all computers as well as OWA.

There has to be a signature setting on his home computer that is getting added to every email. This information is not stored anywhere else unless there is a special 3rd party program installed on the exchange server but it does not sound like there is.
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Author Comment

by:brianb909
ID: 39675509
He uses a laptop that is issued to him. No home settings involved on this one.  

I haven't checked OWA. Is it possible that a signature or setting in OWA also takes place with Outlook Anywhere? Say maybe something similar to how Out-Of-Office messages sync?
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Expert Comment

by:Sean
ID: 39675517
Even if he has a laptop assigned to him and outlook is installed on the laptop, then the old signature could be setup on that outlook. Outlook anywhere has nothing to do with a signature it is all stored in the outlook profile or in OWA settings.
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Author Comment

by:brianb909
ID: 39676232
Right! So I've gone to the location on his hard drive where the signatures are stored:

C:\Users\<username>\AppData\Roaming\Microsoft\Signatures

And the old signature is not there. I've deleted his entire Outlook profile, started a fresh new one with no signature created, I even deleted the signatures folder, and it still happened on a fresh new profile.

Now keep in mind, when he's on-site and directly connected to the domain, the signature does not appear. When he's off-site and connects via Outlook Anywhere, the signature DOES appear. That's the only time it appears. What other location could this old signature be stored?
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Accepted Solution

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Sean earned 500 total points
ID: 39676586
Okay what i would do is get into his laptop and create a new message...look at the signature and see if it is the new or old one. If there is no signature then send a test message and see if there is one just as a process or elimination. Then i would check to see if he has a signature set in OWA and check if that is the new one or old one and let me know.
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Author Comment

by:brianb909
ID: 39678436
I had the user login to OWA, and did see the old signature setup in OWA, and the box was checked to automatically insert on every email.

He's going to test it tonight to see if that resolved the issue.

Since our OWA and Outlook Anywhere URLs are the same, does that allow the ability for the OWA settings to take effect in Outlook when not directly connected to the domain?
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Author Closing Comment

by:brianb909
ID: 39690051
Thanks for helping me out!
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