How to setup the Outlook signature for a large number of users?

Ale Madama 276 Reputation points
2022-04-28T07:38:23.25+00:00

Hi all,
I have to setup the company signature on MSOutlook for hundreds of users.

Up to now, for a very limited number of users, I directly went into MS Portal and filled in the fields for each user, then I used an html code for the signature.

Now I can't go ahead with this method any longer, almost 300 users to manage.

Is there a way to sort this issue out? How can I do without going and customize the users one by one?

thanks

PS: a colleague told me there could be the chance to build, in some way I ignore now, a kind of executable setup that the users can launch by their own...

Outlook Management
Outlook Management
Outlook: A family of Microsoft email and calendar products.Management: The act or process of organizing, handling, directing or controlling something.
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  1. Faery Fu-MSFT 18,436 Reputation points Microsoft Vendor
    2022-04-29T03:26:48.067+00:00

    Hi @Ale Madama ,

    Welcome to our forum!

    How can I do without going and customize the users one by one?

    Do you want to make all staff with same email signature? If so, you can transport rule to add disclaimers as the Organization-wide signatures.

    Here are the steps:

    1. Logon to the Exchange Admin Center (ECP).
    2. Under Mail flow, select Rules > select the + (Add) icon and choose Apply disclaimers.
      197540-exchange.png
    3. Give the rule a name Under Apply this rule, select Apply to all messages, under Do the following, leave Append the disclaimer selected. Select Enter text and type your
      disclaimer.
      197562-disclaimer.png
      More information in this link for your reference: Corporate Signatures and Disclaimers: Setup and deployment guide
      (Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)

    Besides, there is also a way that all users can deploy outlook signature manually.

    1. Administor creates a default email signature: The created signature folder(test_files) and files (html, rtf &.txt formats), each signature created via Outlook will exist in 3 different formats, they will be stored under the folder:
      C:\Users\%username%\AppData\Roaming\Microsoft\Signatures
      197519-sig.jpg
    2. Let users copy the files into the Signatures folder in their own Outlook. When they composing emil, click Insert tab > signature, they will see the signature template.
      197611-test.jpg

    Hope this can help you!

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  2. Ale Madama 276 Reputation points
    2022-04-29T06:44:12.103+00:00

    Hi FaeryFu-MSFT and many thanks for your help.

    What I would need is to apply a signature with some common parts shared with all the users (logo, address of the company, etc...) and other parts specific for the user (office phone, mail address, job title...).

    What you suggest can help me to do that?

    thanks!


  3. Marco Di Lullo 0 Reputation points
    2023-01-25T17:14:31.72+00:00

    no solutions for this issue??? :-(

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