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How to create an Office 365 email signature using a Transport Rule

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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.

Expert Comment

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?


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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Are you in the migration process of your Exchange to Exchange Online? Be aware of customized solutions developed on the transport role on your old Exchange server. They might not be convertible to Exchange Online!
If something goes wrong with Exchange, your IT resources are in trouble.All Exchange server migration processes are not designed to be identical and though migrating email from on-premises Exchange mailbox to Cloud’s Office 365 is relatively simple…

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