Setting up signature or disclaimer for all users in Office 365 Exchange online.

Setting up a Signature or Disclaimer for a specific domain users on Office 365 Exchange Online

In order to setup a signature for all office 365 Exchange Online users without manually going after each client and set it up, you can do so by using mail flow rules to append the signature along within each and every out going email.

To do so, you will have to go to Office 365 Exchange admin portal, then navigate to Mail flow –> choose Rules and click on the + sign

Click on "Apply disclaimers..."

When the new rules opens up, you will have to give it a name and apply condition for the rule. an empty form looks like this one

but here’s what mine looks like,

I choose the sender address includes “Specific domain” then in the append the disclaimer part, I have entered an HTML code which includes all user details

after applying the disclaimer I choose to wrap it up. and then in the exception part I added a rule that excludes adding the disclaimer and signature to any reply message by reading the “RE” word in the subject field.

Now the disclaimer code is as following and you may want to configure it or customize it according to your needs.

I have highlighted the customizable part of the code in Yellow and red so you can change it or configure it according to how you want it to fit for you.

The Display name, Department, Email ….etc are all variables for users attributes and they are being pulled from the Microsoft Azure AD, so if your users don’t have any information filled in there then users will likely won’t show anything

Note for the red highlighted link you will have to import only "HTTP" link for the uploaded logo of your company. HTTPS won't be acceptable or read.

If you’re an HTML noob , you can use the following links for testing and changing colors..etc

http://www.w3schools.com/html/tryit.asp?filename=tryhtml_basic_document

For color changing

http://html-color-codes.info/

Using the w3schools.com website, you can copy the code on the left pane and click on see results and it’ll show you the result on the right pane

Once you're done with the code, you will have to copy and paste the link in the disclaimer part on the right pane. next click Save and probably this will take about 10 minutes to be applied or less.

To test if this is going to work, I will go on one of the users that I applied the rule for and fill out their details like display name, e-mail, street ..etc and try to send out an email with this user.

Mail is empty as you can see

del.icio.us Tags: Exchange Online,ExchangeOnline,Office365,Office 365,Signature

Reference:

https://technet.microsoft.com/en-us/library/dn600437(v=exchg.150).aspx