Office 365 Email Signature

Office 365 Email Signature

Generally, I have been asked many times how to create a high level email signature in Office 365 or does Office 365 have email signature feature.

The answers of those questions are, no and yes. Of course, Office 365 has a signature feature because it has similar features what Exchange Server has. Some of you might know that this feature on Exchange is not strong enough to cover many companies expectations.


Do I really want to use this feature? The answer is yes because I always avoid to use complex signatures. However, today signature in an email is the part of the marketing strategy of companies. Therefore, companies’ marketing departments want to use proper signature that must apply to all outgoing emails.

We have applied a signature to all outgoing emails and all the fields are populated by Active Directory and a http picture.

As all you guess that you need a global administrator account that has right privileges to manage the signatures in Office 365

We will utilize Transport Rules feature to create / edit email signatures. For more details, please check this article on TechNet.

  1. Go to Admin / Exchange or click Service Settings on the left side of the screen
  2. From the left side menu, click on Mail Flow or select rules from Mail Flow section on the screen.

To add new rule, press the + sign and select Create a new rule

  1. Choose a name for this rule -> Signatures
  2. For the Apply this rule if drop-down, choose [Apply to all messages]
  3. For the Do the following drop-down, choose Append the disclaimer…
  4. You will then see something to the right that says Enter text… Click it to input the text. It is here that you will input the Signature information (HTML code below

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  1. The Audit this rule with severity level  is optional, however you should turn this off if you don’t want to audit every time a signature or this disclaimer is applied to an email.
  2. Select Enforce under the Choose a mode for this rule:
  3. Click on Save

Note: For additional options, please click on More options … to apply additional settings.

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This rules is ready to go. This is the one rule we have applied to all users. You can, on the other hand, create more than one email signature and apply to different people or department. If you have more than one signature for different people then you should choose The Sender Is for the Apply this rule if section, and then select the person or people that this specific signature rule should be applied.

Then, on the main rules page, make sure that your specific Signature rules are sitting above the Signature rule created for all users, so that it gets applied to the specific senders first, and then the Global Signature rule gets applied to everyone else. You can change the rules’ order by highlighting the rule in question and clicking on the up or down arrows located to the right of the trash icon.

HTML Signature Sample:

<br> %%Firstname%% %%Lastname%% | %%Title%% | %%Company%%<br>

%%Street%%,  %%City%%, %%State%% %%Zipcode%% <br>

p: %%Phonenumber%% | m: %%Mobilenumber%% | f: %%Faxnumber%% <br>

<a href=”“>”> </a>  <a href=”“>@yourcompany </a> <br>

<img src=”“ <br>

Available Variables:

DisplayName, FirstName, Initials, LastName, Office, PhoneNumber, OtherPhoneNumber, Email, Street, POBox, City, State, ZipCode, Country, UserLogonName, HomePhoneNumber, OtherHomePhoneNumber, PagerNumber, MobileNumber, FaxNumber, OtherFaxNumber, Notes, Title, Department, Company, Manager, CustomAttribute1 to CustomAttribute15

Stay Tuned!

Sonat Yaylali

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