How to add Signature to user's outlook automatically

Question

How to add Signature to user's outlook automatically

Kawaljit Singh 0

My company management ask me to go some automation to add signature to all the user's outlook as per there designation and location. signature should have company logo and other details.

Joan Hua-MSFT 5,030 Reputation points Microsoft External Staff

2024-08-05T05:19:50.64+00:00

Just wanted to check if the answer shared below helped. If it helped, then would you please "Accept the answer" as it would be helpful to others in the community as well. Warm thanks.

2 answers

Your answer

Joan Hua-MSFT 5,030 Reputation points Microsoft External Staff

2024-08-05T05:19:50.64+00:00

Just wanted to check if the answer shared below helped. If it helped, then would you please "Accept the answer" as it would be helpful to others in the community as well. Warm thanks.

Answer 1

JR K Yoshikawa 571

This URL might help

https://www.wisestamp.com/guides/how-to-add-a-signature-in-exchange/#:~:text=How%20to%20add%20an%20email%20signature%20on%20Exchange%3F,Save%20your%20configuration%207%20Enable%20the%20Transport%20Rule

Answer 2

Joan Hua-MSFT 5,030 Microsoft External Staff

Hi @Kawaljit Singh

Welcome to our forum!

To achieve your needs, please follow these steps:

Create a Signature Template: Design a signature template that includes placeholders for user-specific information such as name, designation, location, and company logo. You can use HTML and inline CSS for formatting.
Use Exchange Admin Center (EAC):
- Open the EAC and navigate to Mail Flow > Rules.
- Click the "+" sign to create a new rule.
- Select the conditions, such as "Sender is inside the organization" to apply the signature to all internal users.
- Choose the operation "Add Disclaimer" and enter the HTML code for your signature template.
- Save the rule to apply the signature to all users automatically.

Please kindly understand that the Outlook tag here we mainly focus on general issues about Outlook desktop client. To get the code for a specific HTML email signature with inline CSS, it is recommended that you consult with your company's IT.

In addition, i found a similar thread that many people find it useful, and you may feel free to refer to it: Set a signature for all users at once and with their own information - Microsoft Community

Hope it helps!

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our [documentation] to enable e-mail notifications if you want to receive the related email notification for this thread.

Kawaljit Singh 0 Reputation points

2024-07-31T13:42:48.6766667+00:00

Hi @Joan Hua-MSFT ,

Thankyou for the instructions. I have tried this already. But there is an problem with this only recipient can able to see the signature. Our need is when some one composing or reply on the email it will add signature in the email while composing not after send.
Joan Hua-MSFT 5,030 Reputation points Microsoft External Staff

2024-08-01T01:27:45.2033333+00:00

Hi @Kawaljit Singh

Thanks for your response.

Do you mean you want to automatically add a signature when you write an email? If so, please refer to this article: Create and add an email signature in Outlook - Microsoft Support In this case, I am afraid that you will have to design the signature template and contact each user to manually add the signature in Outlook Desktop Client. More information: Create an email signature from a template - Microsoft Support

Hope it helps!
Joan Hua-MSFT 5,030 Reputation points Microsoft External Staff

2024-08-02T01:12:56.26+00:00

Just checking in to see if above information was helpful. If it is useful, would you mind marking the helpful post as an answer? Which would benefit others who also has similar issues in forum. Warm thanks.

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How to add Signature to user's outlook automatically

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