Outlook 365 signatures

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Occasional Visitor

Hello!

I work at a big company. We have about 1500 e-mail accounts. We need to check out whether our co-workers' Outlook email signatures conform to our company's policy.

Therefore we need to extract all the signatures.

How can that be done?

Thanks in advance!

8 Replies
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Hi @puckie62

How are signatures currently set up?

- Do user's configure signatures themselves in Outlook mail clients or in OWA?
- Do you use a HTML signature using Disclaimer rule in Exchange Online?
- Do you use a third party application such as Exclaimer or Code Two?

Best, Chris
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AFAIK, there is no way to check if your users' signatures are compliant with your company's policy...if this is a requirement, I believe you have to go for a third party e-mail signature solution that allows you to setup in a central way what signtures should be used by your employees
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100% - you are only going to control this through a centralised third party solution. Exclaimer, Code Two or Letsignit seem to be the most popular and used ones today

 

Exclaimer: https://www.exclaimer.co.uk/

Code Two: https://www.codetwo.com/email-signatures/

Letsignit: https://www.letsignit.io/

 

Best, Chris

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Hi,

 

As mentioned by Christopher (thank you for the CodeTwo mention!), you would need to go with a third-party tool like CodeTwo Email Signatures for Office 365: https://www.codetwo.com/email-signatures/ to have a full control over user signatures. If you would like to give it a try, you can run a free 14-day trial: https://emailsignatures365.codetwo.com/.

 

Of course, if you have any questions, feel free to send me a message.

 

All the best,

Adam

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Ive only had experience with the codetwo solution before and it worked great!

Although i need to remind that having a centralt managed signature doesnt prevent users from inserting their own as well!
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Yes, that's true. So after deploying a server-side signature solution, it might be necessary to disable personal signatures added in Outlook: https://www.codetwo.com/kb/how-to-disable-adding-signatures-created-in-outlook-for-exchange-users/.

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Hi,

 

If you concerned about re-routing company emails to apply an email signature, take a look at Xink:

https://www.xink.io

 

When emails are not re-routed, there is no risk and your company emails are always delivered.  

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Hi @adam deltinger 

 

Another observation to share in relation to html sigs in O365.

if anyone has advice please let me know. If I figure it out I'll reply here...

Users are ctrlA + copying a signature including company logo that has been created to a company standard using an online signature generation tool. They then paste from clipboard into their signature in OWA. The logo is stored centrally at a specific URL. When they send an email from OWA to themselves, When the email is viewed in Outlook desktop the signature renders quite differently to how it appears in OWA.

Is it better practice to add the logo directly to the signature in OWA and create the signature manually there rather than rely on an online signature generation tool that uses HTML/CSS and an image URL and copying and pasting into the sig in OWA?