How to set up default email signature to  150 users  Exchange 2007\Outlook 2010

Posted on 2015-01-19
Last Modified: 2015-02-09

We use exchange 2007 and outlook 2010 and a new trust is going to take our organisation and they have their own email signature and they have asked me to set up this default email signature for all the user.
When they open the outlook and write a new email the new default signature must be  there.

We have 150 users and, is there a simple way of setting up this.  Do I need to manually copy and set up a signature for every user?

Any help mush appreciated.
Question by:lianne143
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Assisted Solution

Deadman earned 250 total points
ID: 40557341
Using an Exchange transport rule is a simple way to apply a standard signature to all of your users.

1.Create a Transport Rule on your Exchange Hub Server

1) Log into your Exchange Server that is hosting the Hub Transport rules.

2) Browse to Organization Configuration >> Hub Transport > Transport Rules

3) Create a new Transport Rule and call Signature (or whatever you want to call it)
2.Add a description

If you wish add a description to the rule describing what it will do.

3.Set the Conditions to control how to apply the rule

I only set one condition on this step in the Step 1 box

"From users that are inside or outside the organization"

Then in the Step 2 box on the same screen click the link and select Inside the Organization to only apply this to users that are a part of your organization

4. Set the Actions

I only set one action in Step 1

"append disclaimer text and fallback to action if unable to apply"

In Step 2 click on the link "append" and insert your signature.
The signature file is html code and can accept parameters that exchange will query Active Directory for.

5. Create Your Signature Using HTML

To include a signature you can use HTML. You only need to include a single DIV tag and it's content for this to work correctly

If you wish to use an image in your signature you cannot insert the image directly. Instead you will have to place the image on a public website under your control and place a link to the image in your disclaimer.

Exchange can parse this disclaimer looking for special tags that it will then replace with info it queries form active directory. Most of the tags are simply the Active Directory Attribute name for the item which you can view in Active Directory by looking at the Attribute Editor tab under an items properties.
There are however a few exceptions. Most notably Email is simply Email and doesn't match to its active directory attribute

These tags must be enclosed in double % symbols

These are the tags I use in my example


Attached Sample HTML file
6. Create Exceptions

I set the following 3 Exceptions on my rule. But these will vary depending on your needs

1) "except when the message is sent to people" - I use this to exclude my help desk email so I don't have signatures in my help tickets

2) "except when the Subject field or message body contains specific words" - I use this to check if the message is a reply and already has a signature attached. that way I don't end up with an email chain that has 50 signatures on the bottom if people keep hitting reply

3) "except when the sender's properties contain specific words" - I use this check the department That way I can set different signatures for different departments if required. To do this you will need to create multiple rules and exclude the departments you don't want to apply the signature to.
7. Save and Test

Save and Apply your Rule.
Send yourself an email so you can verify that the rule is working correctly.

If everything works the way you expected then you are done!
This is a simple and effective way to apply a signature to all of your users that they cannot remove or edit without the need for third party tools!
LVL 24

Accepted Solution

VB ITS earned 250 total points
ID: 40557352
You can use the registry entries in this article to deploy a standard signature using Group Policy. This assumes that you already have the signature HTML files in a central share which you copy to your end users' profile via a login script:

Also have a look at this article which can show you how to use Transport Rules and custom VB Scripts to deploy your new standard signature:

Author Comment

ID: 40572309
Thanks guys for your replies, the new trust have their own logo ,will I be able to have this logo on the signature as well.
LVL 24

Assisted Solution

VB ITS earned 250 total points
ID: 40572328
If you choose to go with the Transport Rule method then you'll need to upload the image onto a web host (for example on your public website) then link it using the <IMG> HTML tag.

<IMG src="">

Just note that external web content in an email, including images, is blocked by Outlook and OWA by default so recipients may see a blank white square instead of the logo.

Assisted Solution

Deadman earned 250 total points
ID: 40572329
Yes, you can add logo url <img src="url" alt="some_text"> or you have logo in folder specify logo path <img src="/images/html5.gif" alt="HTML5 Icon" style="width:128px;height:128px">

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