The Email Signature Handbook
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Signatures in Exchange Online & Exclaimer Cloud

Guest Article
Loryan Strant - Microsoft MVP - Office 365

A few years ago, I wrote a blog post about how to add signatures and disclaimers in Exchange Online with Office 365 using out of the box functionality.

At the time, the back-end of Exchange Online was Exchange Server 2010. Since then, this has been upgraded to Exchange Server 2013 and will soon be Exchange Server 2016. When it comes to email signatures and disclaimers, there have been virtually no functionality improvements within Exchange Online over this time period.

The method proposed in my blog piece required the configuration of rules and utilising variables to deliver the designed signature content. Even with this, someone with HTML and design skills would still have to get involved to make the email signature look visually appealing.

This method starts to crumble when you throw in additional levels of complexity such as:

  • Different departments, groups or locations.
  • Dynamic content e.g. marketing banners, social media links, company logos etc.
  • Filtering out existing signatures.

As the business world evolves, we are faced with a number of challenges surrounding email signatures. These include corporate brand consistency, appropriate legal disclaimer, multiple web-enabled devices and interfaces that offer their own email signature components.

Historically, most signature management solutions have needed to have an on-premises component such as mail server routing or client add-in to function. However, with Exclaimer Cloud - Signatures for Office 365, this is no longer the case, with the added benefit that it gets rid of the wasted space taken up by Outlook-based signatures in internal emails.

I’ve created a table to highlight some of the key differences between utilising Exchange Online and Exclaimer Cloud - Signatures for Office 365 for email signature management:

Feature/Functionality Exchange Online Signatures for Office 365
Transport rules required Separate rule per signature, department or other variable Single rule to route via Exclaimer Cloud
Management PowerShell
Web
Web
User attributes Azure Active Directory Azure Active Directory
Design Requires HTML & CSS Choose from templates or get a custom design made (small fee)
Interface usability Technical End user
Access to make changes IT administrators only (RBAC) Anyone you allow

The below screenshot shows the variety of signature options available, all from a simple drop-down menu with instant preview:

Exclaimer Cloud - Signatures for Office 365 has advantages over managing signatures in Exchange Online.

You can also see below that email signatures can be applied to individuals or groups:

Exclaimer Cloud - Signatures for Office 365 Applies to… options.

As you can see, the Exclaimer Cloud - Signatures for Office 365 interface is incredibly user-friendly. You could easily give your marketing team control of your organisation’s email signatures rather than requiring IT administrators to perform all changes, an ultimately time-consuming, costly and frustrating exercise.

Signature changes take only moments, updates are instant, and the end result is professional branding and consistent messaging across all emails. And if you’re smart, you’ll get the cost paid for out of the marketing budget, not IT’s.

The business case writes itself.

About Loryan Strant

Loryan Strant, Office 365 MVP.

Co-founder of Paradyne and the Cloud CTO for Generation-e, Australia’s leading providers of cloud services and unified communications, and a high profile Microsoft Office 365 MVP, Loryan Strant has over 20 years in the IT industry and has been at the forefront of Australian cloud deployments in major metropolitan areas.

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