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How do we allow images in signature after disabling Outlook stationary?

Posted on 2014-03-07
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Last Modified: 2017-02-03
Hello experts

We are an organization of ~250 users.  We recently hired a new marketing director and on his task list for IT was to remove "random and unprofessional" signatures and stationary each employee was using.    We are using Office 07 and Exchange 07.  We went ahead and disabled stationary via group policy which seems to work fine.  Then our marketing director put together a "preferred" signature template for each employee which he sent out manually via e-mail and had everyone customize themselves.  This signature also contains a 4kb png company logo.  What we have been seeing is that sometimes the logo gets stripped out (possibly by stationary policy?) for some users.  

questions:  
1) is the way we are utilizing the stationary policy the best way to go?
2) are we "wasting a ton of space" on our servers by using this 4kb file across the board? if so what have other companies done to help ease the attachment/file sizes?
3) is there a streamlined or automated way to get these signatures in e-mail without relying on the user to manually customize it?
4) how do we prevent the stationary GP from stripping out the signature logo?

thanks for your insight!
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Question by:integramed
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Simon Butler (Sembee) earned 2000 total points
ID: 39912901
The best thing to do is have NO images in the signatures. It is always marketing who want them. They also want the "See us at Stand 26 at some tinpot tradeshow no one cares about" in my experience.

Images can get your messages flagged as spam, and in a lot of cases shown as attachments rather than the inline image. As you have already noticed, you are getting a lot of 4kb attachments. If you send 1000 messages a day that is an additional 4mb of content in the database a day or 1.4gb a year.

If you insist, then do it at the server, using a signature tool. That way the signature isn't in your Exchange database and doesn't cause the bloat. It can also be controlled easier. Disable signature and stationary support in Outlook so only the "corporate" signature is applied.

Nothing done client side is efficient or manageable.

Simon.
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by:integramed
ID: 39926573
Thanks for your insight Simon.  Unfortunately he insists on an image being present.  Is there a signature tool you would recommend that works well w/ Exchange?
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Expert Comment

by:Simon Butler (Sembee)
ID: 39926898
I have used Exclaimer on a lot of my clients, which works well.
Most of the tools have demo versions, so I would download one that you like the look of and see how it works.
The usual way I use them is to have all of the relevant information in Active Directory, so the signature is built "on the fly". If someone changes job title then you just adjust it in AD and that is all that has to be done.

Simon.
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by:integramed
ID: 39929600
thank you!
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