Setting Up Email Signature for your Company

1. Open the Exchange Management Console.
2. In Organization Configuration select Hub Transport and then select the Transport Rules tab.
3. In the Actions Pane click New Transport Rule…
4. Name your rule and optionally add a Comment. For instance;
5. Name: Corporate disclaimer
6. Comment: This transport rule adds a standardized disclaimer text to all outgoing emails.
7. Press Next.
8. On the Conditions screen select the following 2 conditions;
9. from users inside or outside the organization
10. sent to users inside or outside the organization
11. In the bottom pane, modify the conditions so that they read;
12. from users Inside the organization
13. and sent to users Outside the organization
14. Press Next.
15. In the Actions screen select the action;
16. append disclaimer text using font, size, color with separator and fall back to action if unable to apply.
17. In the bottom pane you can modify the conditions to your preference.
18. Click on disclaimer text to set your default text.
19. Note that the disclaimer text is Plain Text only so you can't type HTML code. If you want to add a link, you'll have to type it in full.
20. Once done, press Next.
21. You can set any exception as you see fit. You can continue without any exceptions as well.
22. Press Next.
23. On the Create Rule screen you'll see the PowerShell command that will be executed when clicking the New button.
24. After pressing the New button the wizard has been completed and a summary is shown. Assuming it completed successfully, your Transport Rule has been created and is active now. Clicking Finish will close the New Transport Rule dialog.

1. Open the Exchange Management Console.
2. In Organization Configuration select Hub Transport and then select the Transport Rules tab.
3. In the Actions Pane click New Transport Rule…
4. Name your rule and optionally add a Comment. For instance;
   Name: Corporate signature
   Comment: This transport rule adds a standardized signature and disclaimer text to all outgoing emails.
5. Press Next.
6. On the Conditions screen select the following 2 conditions;
   • from users that are inside or outside the organization
   • sent to users that are inside or outside the organization, or partners
7. In the bottom pane, modify the conditions so that they read;
   • from users that are Inside the organization
   • and sent to users that are Outside the organization
8. Press Next.
9. In the Actions screen select the action - append disclaimer text and fall back to action if unable to apply.
10. In the bottom pane you can modify the conditions to your preference.
    • Click on disclaimer text to insert your default disclaimer text and add variables to include user information (see below for an overview of variables which you can use).
    • Note that the disclaimer text allows you to use HTML code (including in-line CSS). This will allow you for instance to set different font size and colors for the signature and disclaimer part, add a horizontal line, hyperlink text or include a logo.
    • You can use up to 5000 characters
    • When a Plain Text message is sent, the HTML tags are automatically stripped off.
11. Once done, press Next.
12. You can set any exception as you see fit. You can continue without any exceptions as well.
13. Press Next.
14. On the Create Rule screen you'll see the PowerShell command that will be executed when clicking the New button.
15. After pressing the New button the wizard has been completed and a summary is shown. Assuming it completed successfully, your Transport Rule has been created and is active now. Clicking Finish will close the New Transport Rule dialog.

1. Logon to the Exchange Admin Center (ECP).
2. From the Navigation Pane on the left, select: Mail Flow.
3. In the Rules section, click on the + icon to create a new rule. If a menu opens up, select: Apply disclaimers… (if not, continue to the next step).
4. Name your rule. For instance: Corporate External Signature and Disclaimer.
5. Click on the "More options…" link to show all rule conditions and actions and to be able to add more conditions.
6. Select the following "Apply this rule if…" conditions. Press the "add condition" button to add the second condition;
   • The sender…-> is external/internal-> Inside the organization
   • The recipient…-> is external/internal-> Outside the organization
7. From the "Do the following…" list select - Apply a disclaimer to the message…-> append a disclaimer
8. Click on the "Enter text…" link to construct your Signature.
   • You can use HTML, inline CSS and links to images stored on a web server.
   • You can use practically any Active Directory user property as a variable by placing it between double percent character like; %%DisplayName%%.
   • The signature including all HTML tags can be up 5,000 characters long.
   • Any HTML tags are automatically stripped when the message format is Plain Text.
9. Click on the "Select one…" link to select a fallback option when the disclaimer can't be added;
10. Wrap
11. Enclose the original message in a new message envelope and add the disclaimer into the new message.
12. Reject
13. Don't deliver the message and send an NDR to the sender.
14. Ignore
15. Deliver the message but without the disclaimer.
16. Optionally; Set any exceptions, auditing or other options for the rule.
17. Press the "Save" button to create and activate the Transport Rule.

​Exchange PowerShell
Signatures and Disclaimers can also be created via the New-TransportRule Exchange PowerShell cmdlet. They can later be managed via the Disable, Enable, Get, Set and Remove cmdlets.

The example above becomes the following PowerShell command;

New-TransportRule 
-Name 'Corporate External Signature and Disclaimer' 
-FromScope 'InOrganization' 
-SentToScope 'NotInOrganization' 
-ApplyHtmlDisclaimerText '<br>Yours faithfully,<br>%%DisplayName%%<br>%%Title%%<br><hr>The following <a href="http://www.yourcompany.com/emaildisclaimer.htm">disclaimer</a> applies to this message.' 
-ApplyHtmlDisclaimerFallbackAction 'Wrap'
 

1. The signature has to end up in the user's Signatures folder.
2. A single signature contains a Plain Text, HTML and Rich Text version of your template with their corresponding file formats;
3. *.txt, *.htm and *.rtf
4. You'll need to query Active Directory via LDAP if you want to include user specific information.
5. Consider how you want to update the signature. For instance;
6. Are you going to run the script each time at logon or only once and then users can run the script manually via a Start Menu shortcut?
7. Are you going to disable access to the Signature feature via Group Policies?
8. Note that you cannot set the deployed signature as the default via Group Policies; this requires an additional one-time Registry modification (see below script example for further details).

1. Remove the First-Run value name from: HKEY_CURRENT_USER\Software\Microsoft\Office\\Outlook\Setup
2. Add the NewSignature and ReplySignature value names to: HKEY_CURRENT_USER\Software\Microsoft\Office\\Common\MailSettings

3rd party solutions & Alternatives way
If all of the above solutions do not fit your needs, not to worry! There are plenty of 3rd party solutions available to manage corporate signatures at either Exchange or Outlook level which you can google it. 

Alternatively, you can also contact me by clicking the link HERE to get assistance from Lemon Web Solutions.