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Exclaimer

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Founded in 2001, Exclaimer is the recognized global market leader in on-premises and cloud-based email signature software and solutions for Office 365, Microsoft Exchange and Outlook. It has over 50 million users worldwide with some companies holding licenses for over 100,000 users. Its diverse customer base includes renowned international organizations such as Sony, Mattel, 10 Downing Street, NBC, the Government of Canada, the BBC and many more organizations of all sectors and sizes.

Exclaimer solutions are regularly recommended by Microsoft MVPs (Most Valuable Professionals) and have a strong reputation within the Microsoft community. The company has been the recipient of multiple awards within the IT sphere and has successfully achieved the ISO 27001:2013 Certification for its cloud-based Office 365 signature management service.

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How to setup an Office 365 email signature
Migrating to Microsoft Office 365 is becoming increasingly popular for organizations both large and small. If you have made the leap to Microsoft’s cloud platform, you know that you will need to create a corporate email signature for your Office 365 users. When this email signature has been created, it will automatically be applied to all outgoing messages via an Office 365 Transport Rule.

Follow the step-by-step instructions below or watch our comprehensive video guide on how to create an Office 365 email signature using a Transport Rule.
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Automating Your MSP Business
Automating Your MSP Business

The road to profitability.
Delivering superior services is key to ensuring customer satisfaction and the consequent long-term relationships that enable MSPs to lock in predictable, recurring revenue. What's the best way to deliver superior service? One word: automation.

How to create an Office 365 email signature using a Transport Rule
Migrating to Microsoft Office 365 is becoming increasingly popular for organizations both large and small. If you have made the leap to Microsoft’s cloud platform, you know that you will need to create a corporate email signature for your Office 365 users. When this email signature has been created, it will automatically be applied to all outgoing messages via an Office 365 Transport Rule.

Follow the step-by-step instructions below or watch our comprehensive video guide on how to create an Office 365 email signature using a Transport Rule.
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Expert Comment

by:defecta
great vid.

I currently use a VB startup script deployed via GP to control peoples signatures via Outlook but this solution looks like it would work for all users on all devices regardless of client wouldn't it?

If a user sent an email in plain or rich text from Outlook or from an iPhone for example does this sig work still?

And is the signature visible on the users sent items?

You used image URLs in your example. Is it not possible to use embedded images or there a good reason that I am not aware of to avoid embedded images?

Thanks!
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Expert Comment

by:Brad Shepard
The reason you don't have embedded images in these HTML disclaimer transport rules is pretty straightforward -  they don't work.

You can only make it a reference to a public URL unfortunately. As long as the user clicks to

Lastly, the sig won't look right if you email from a device that sends in plain text. Depending on how you've formatting of your HTML and the way the client renders it, the source HTML might actually be visible (it could be a little annoying).

There is third-party software to get around those issues, see www.exclaimer.com 

Alternatively, you could stick with your VB script, but (like you said) it's only going to cover Outlook and only machines where that script has run/can run (so laptops not on the domain might not get the latest signature).

One last point, if you get users to put part of the message body in italics or bold, that *can* get the message to use HTML formatting (so it can render the font style), but it's not guaranteed and you have to rely on end users actually following those instructions.
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Embedded vs hosted images in email signatures
To add imagery to an HTML email signature, you have two options available to you. You can either add a logo/image by embedding it directly into the signature or hosting it externally and linking to it.

The vast majority of email clients display logos/images in an email signature without any major issues, so there might not appear to be much difference between using the two formats. However, there are benefits to choosing one method over the other.
Embedded images

If you want a logo/imagery to appear without having to click a ‘Download Images’ button, we recommend embedding it all within the email signature. This is when an image is attached to an email and referenced using a Content-ID (HTML image tags).

Choose how to present images in email signatures
A standard Content-ID will look like this:

<img src="cid:myimagecid" />

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When an email client refers to these images, they will all be displayed automatically. This is because they are referenced in the source of the message.

However, embedded images will slightly increase the size of your emails and there is a slight risk that they will appear as separate attachments in some email clients. There are also known issues with images being stripped out of emails and increasing in size on iOS devices e.g. iPhone and iPad.

Hosted/linked images

If you don't want to run the risk of email signature imagery appearing as attachments, we recommend saving and hosting your logo/images on a web server. They will then…
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Exclaimer

332

Solutions

702

Contributors

Founded in 2001, Exclaimer is the recognized global market leader in on-premises and cloud-based email signature software and solutions for Office 365, Microsoft Exchange and Outlook. It has over 50 million users worldwide with some companies holding licenses for over 100,000 users. Its diverse customer base includes renowned international organizations such as Sony, Mattel, 10 Downing Street, NBC, the Government of Canada, the BBC and many more organizations of all sectors and sizes.

Exclaimer solutions are regularly recommended by Microsoft MVPs (Most Valuable Professionals) and have a strong reputation within the Microsoft community. The company has been the recipient of multiple awards within the IT sphere and has successfully achieved the ISO 27001:2013 Certification for its cloud-based Office 365 signature management service.

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