How to disable and remove email signatures from outlook 365

Question

I have created a GPO to disable outlook signature and on the same GPO I have created a registry entry to remove or disable existing signatures, the policy has applied. I have confirmed this in the registry as per below screenshots

HKUS\Software\Policies\Microsoft\office\16.0\common\mailsetting

HKUS\Software\Microsoft\office\16.0\common\mailsetting

However, the signature is not being removed and users can still create or set up their own signatures.

I am using O365 in my environment. May you please guide me to get this work.

Answer 1

Hi @Petrus Hishekwa

Welcome to our forum!

Here are some steps and considerations to help you troubleshoot and resolve this issue:

1. Verify Registry Settings: Ensure that the registry settings are correctly applied. The path for Office 365 is HKCU:\SOFTWARE\Microsoft\Office\16.0\Common\MailSettings. Double-check that the registry entries are correctly set to disable signatures.
2. Group Policy Settings: Make sure that the GPO settings are correctly configured. Navigate to User Configuration > Administrative Templates > Microsoft Outlook 2016 > Outlook Options > Mail Format. Ensure that the "Do not allow signatures for e-mail messages" setting is enabled.
3. Roaming Signatures: If you are using the Outlook roaming signatures feature, you might need to disable it. You can do this by connecting to your Microsoft 365 tenant with PowerShell and running the following cmdlet:

Set-OrganizationConfig -PostponeRoamingSignaturesUntilLater $true

This will disable roaming signatures globally.

4. Deleting Signature Folder: Another approach is to delete the contents of the Signature folder. This can be done by creating a script or using GPO to delete the contents of the %APPDATA%\Microsoft\Signatures folder.

Hope it helps! 

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