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Automatically inserting e-mail signature if user does not have personal signature set.

I seem to be having an issue with certain employees not creating an e-mail signatures within Outlook or the Office 365 portal. I've been researching and it seems the only option I can find is creating a disclaimer on the exchange server. But this would apply the disclaimer to all messages which I'm trying to avoid. I only want to add a signature or disclaimer if the message is missing the e-mail signature. The rules within the exchange server don't seem to have any entries that relate to signature checking. Any suggestions?

Environment: Exchange Server 2013 / Office 365 Hybrid configuration.
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Domenic DiPasquale
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Domenic DiPasquale
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3 Solutions
 
Vasil Michev (MVP)Commented:
Exchange offers a very limited set of controls for this, indeed. If having proper signatures is that important to you, there are third-party products that offer a lot more features and customizability, at the corresponding price of course. Some of the vendors employees frequent EE, so they should be answer any specific questions.

If you dont want to spend money on third-party solution, your best options are to deploy signatures via GPO on the desktop client, use the Set-MailboxMessageConfiguration cmdlet to set them up for OWA/mobiles and add in the disclaimer as a fail safe. You will only be able to do very basic checks as to whether a signature is already present in a message though, so you will likely end up duplicated ones if utilizing the disclaimer approach.
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CodeTwo SoftwareSoftware DeveloperCommented:
Hi Domenic,
If you want to manage email signatures without a third-party tool, the best option would be to block all user-created email signatures and substitute them with the Exchange Online disclaimer (Here, you can find a detailed tutorial on how to deploy the disclaimer). Using the GPO method (Here is the article with step-by step instructions on how to deploy the GPO method) mentioned by Vasil would work, too. The problem is, those methods are not completely foolproof: the disclaimer is always appended at the very bottom of the conversation, so if you do not add a good exception to the mail flow rule, it will be duplicated on the bottom of the conversation, and not added below replies and forwards. The GPO method does not give you too many formatting options.

If you do not mind looking at third-party solutions, CodeTwo Email Signatures for Office 365 does not suffer from any of those limitations. You can use it to deploy unified email signatures for all users, no matter what email clients or mobile devices they use to send emails.
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Domenic DiPasqualeSystem / Network AdministratorAuthor Commented:
Thank you for the feedback. Unfortunately investing in a 3rd party utility or services is not and option. I may create directions and message all the employees to verify that their signature is set. I'll also research what's involve with utilizing a group policy object. I know i could have the policy in place to copy the signature template to the user's "Signature" directory. But I would still need the user to select a signature in Outlook. I was going through the registry to see if this settings was stored anywhere, but nothing outstanding appeared (unless I'm looking in the wrong place).  I would of created a powershell script to check to see if the registry key/value was in place, otherwise create a new key that would use the template signature. I'll try to follow up later this week.
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Domenic DiPasqualeSystem / Network AdministratorAuthor Commented:
I wound up sending a message to all employees to create or update their signatures accordingly. Thank you for your assistance.
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Domenic DiPasqualeSystem / Network AdministratorAuthor Commented:
Performed workaround. Not spending much time on issue.
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