Email Signatures

Manage organization-wide email signatures for consistent branding across all outgoing emails. Configure server-side signatures using Exchange transport rules to ensure compliance regardless of email client or device.

Note: Server-side signatures are applied via Exchange transport rules, ensuring signatures appear on all outgoing mail regardless of client. HTML formatting supported.

Signature Templates

Corporate Standard

Default signature for all employees.

Example:

John Smith Senior Account Manager Contoso Corporation john.smith@contoso.com | +1 (555) 123-4567 www.contoso.com

Executive Signature

For C-level and VP positions.

External Only

Applied only to external recipients.

Dynamic Variables

Use variables to automatically populate user information from Azure AD attributes:

Variable	Description	Example Output
`%%DisplayName%%`	User’s display name	John Smith
`%%Title%%`	Job title	Senior Account Manager
`%%Department%%`	Department name	Sales
`%%Company%%`	Company name	Contoso Corporation
`%%Email%%`	Email address	john.smith@contoso.com
`%%Phone%%`	Office phone number	+1 (555) 123-4567
`%%Mobile%%`	Mobile phone number	+1 (555) 987-6543
`%%Address%%`	Street address	123 Main Street

Application Rules

By Recipient Type

External recipients only
Internal recipients only
All recipients

By Sender

Specific users
Group membership
Department attribute

By Message Type

New messages only
Replies and forwards
All messages

By Domain

Specific recipient domains
Exclude partner domains
Internal domains only

Signature Editor

Create signatures using the visual editor or HTML:

Visual Editor

WYSIWYG formatting
Image upload
Variable insertion
Template preview

HTML Editor

Full HTML control
Inline CSS styles
Social media icons
Custom layouts

Legal Disclaimers

Add compliance and legal disclaimers to outgoing emails:

Confidentiality Notice

This email and any attachments are confidential and intended solely for the addressee. If you are not the intended recipient, please notify the sender immediately and delete this email.

HIPAA Disclaimer

This message may contain Protected Health Information (PHI). If you received this in error, contact the sender and delete immediately.

Implementation

Exchange Transport Rule

Signatures are deployed as Exchange mail flow rules:


New-TransportRule -Name "Corporate Signature"
  -FromScope "InOrganization"
  -SentToScope "NotInOrganization"
  -ApplyHtmlDisclaimerLocation "Append"
  -ApplyHtmlDisclaimerText "<html>signature HTML</html>"
  -ApplyHtmlDisclaimerFallbackAction "Wrap"

Best Practices

Keep signatures concise — Include only essential contact information. Long signatures add to email size.
Use inline CSS — External stylesheets may not render in all email clients. Use inline styles.
Test across clients — Verify signature rendering in Outlook, OWA, mobile, and common external clients.
Consider mobile display — Use responsive design or keep signatures simple for mobile email clients.

API Reference

GET /api/exchange/signatures List signature templates

POST /api/exchange/signatures Create signature template

PUT /api/exchange/signatures/:id Update signature template

POST /api/exchange/signatures/:id/deploy Deploy signature as transport rule